Your functions in brief to our Contracting Manager shall include:
- Scan of Contract Documents
- Rename & Capture on Server
- Filing of said documents to ensure that all documents are circulated as per procedure
- Completing of Requisitions & Distribution thereof
- Compiling of Operating & Maintenance Manuals
- Compiling of Sub-Contractor Files
- Distribution, capturing and filing of Factory Works Orders
- Supervising, controlling, and recording the Quality Assurance process
- Purchase orders & Monthly Creditors
- Sub-contractor Allowance Breakdown requested & processed
- Follow up with suppliers – re: Deliveries
- Initializing of slack channels for new projects received
- Opening thread in slack channels
- Updating Click Up Channel
- Control of Installer Documents
Scan of Documents
- Factory Works Orders
- Hand over Documents – Operating & Maintenance Manuals; Health & Safety File
- Delivery Notes
- Job Cards
- Sub-contractor Allowance Breakdowns
- Quality Assurance
Renaming of Scanned Documents
- After above mentioned documents are scanned, it needs to be renamed & Captured to the relevant project listed on Contracts Installation Register.
- A back up of these documents are being kept on the server.
Filing of Scanned Documents
- Factory Work Orders, Quality Assurance Hand over documents need to be filed in the cabinet in Contracts office.
- Delivery Notes will be signed back with the Debtors & Finance Administrator
- Repairs Job Cards will be left in the filing room for the Reception & Admin Support to file.
- Purchase orders to be filed in the creditors file.
Buy-Out Purchase Orders
- The Contracts Admin Assistant will generate the order requisitions based on Project Costing Sheets
- The Contracts Admin Assistant will process Pastel Purchase Orders upon receipt of authorized Purchase Order Requisitions from Contracting Manager
- The Contracts Admin Assistant will request quotations from relevant suppliers to compare with quotation received from Sales
- The Contracts Admin Assistant will then be tasked to get the orders authorised & emailed to supplier.
- The Contracts Admin Assistant need to rename & save onto relevant project file in Contracts Installation Register.
- A back-up of the documents is also kept on the server under the contracts folder.
- Pastel order will be filed in Contracts Buy Outs Open Order file
Stores Requisitions
- This will be completed when buy-outs are taken from stores & will accompany the written delivery note.
- Will be filed upon completion.
Operating & Maintenance Manual Register
- Upon receipt of Electro Mechanical Contracts, the necessary information must be captured on the register in the correct worksheet.
- When Contracting Manager/Contract Manager requests manuals, information will be moved to the “request’” worksheet.
- The Contracts Admin Assistant will compile the Operating & Maintenance manuals & request Company's Certificate Of Completion & Guarantee from Business Development & Internal Sales Consultant.
- Upon receipt of manuals a hand-over form will be issued to the Contracting Manager/Contracts Manager by means of Operating & Maintenance Document Control Register.
- Register to be sent as per procedure.
Sub-Contractor Files
- Upon receipt of the Contract File, a Subby file must be compiled with the necessary documents.
- When Contracting Manager/Contracts Manager request a specific file, a printed delivery note will be requested form Debtors & Human Resources Administrator.
- The info will be captured in the delivery note register as well as the Installation register.
- The file will be distributed via the Document Circulation Control Register.
Factory Works Order – Contra Charges
- When a Factory Works Order is marked KO, it is either for a contra charge to a subby or a notification of an Order Change or Variation Order.
- A copy will be given to Financial Reports Administrator by means of Document Circulation Control Register.
Quality Assurance
- When the General Contracts Assistant is sent to do a Quality Inspection, the necessary form must be completed with the correct information.
- The Quality Assurance register will be completed where the General Contracts Assistant must sign acceptance of documents.
- Upon return the photos will be downloaded & captured on the specific contract folder.
- The Quality Assurance register will then be signed & the General Contracts Assistant will be asked to report to the Contracting Manager.
- This register must be scanned & emailed as per procedure.
Subby Allowance Breakdowns
- Once a week the Contracts Admin Assistant will make a list of all outstanding Sub Contractor Allowance Breakdown’s & request them from the Debtors & Human Resources Administrator.
- Upon receipt, the document will be scanned & captured on the server.
- The Sub Contractor Allowance Breakdown will then be handed to the Contracts Co-Ordinator for processing.
Deliveries of Buyouts
- Once a week all suppliers will be contacted for an update of deliveries.
- The info will be noted on the Pastel Purchase Order.
- Upon receipt of buyouts, the Contracts Admin Assistant will hand the necessary paperwork to the Stores Administrator.
- Slack thread to be updated upon receipt of items
- The Contracts Admin Assistant must ensure that the Stores Administrator returns the signed document within 2 days.
- A pastel supplier’s invoice must be done immediately.
- The Contracts Admin Assistant to ensure that all queries with suppliers regarding invoices and prices to be resolved before month end.
- All invoices & statements to be captured in Documents Circulation Control Register and handed to the Production Office Assistant on or before the 7th of each month.
Slack & Click Up Threads
- The Contacts Admin Assistant will initialize a Slack Channel for each new project received from Sales.
- Each Slack Channel will have the correct Threads opened as per Scope of Work.
- The Contracts Admin Assistant will ensure that all Slack threads are updated with the necessary information on a daily basis.
- The Contracts Admin Assistant will update Click Up upon distribution of all registers on a daily basis.
Control of Sub Contractor Documents
- The Contacts Admin Assistant is responsible to keep the register with all the relevant Sub Contractors information up to date
- This entails the following:
- Sub-Contractor Agreement Entered into between the company and installer
- Letter of Goods Standing (if applicable)
- Medicals
- Annexure 3
- Identification Documents
- Working At Heights
- The Contacts Admin Assistant will inform the Debtors & Human Resource Administrator when training or agreement is about to laps.
Registers
- Cofab Smoke Curtain PO Status and Feedback by Contract
- Contracts Control of Hoisting Gear Socks
- Contracts Items in Stock
- Contracts Staff Tool and PPE List
- Control Register for Defective and Incorrect Material Deliveries from Suppliers
- Electrahertz Priority List
- Generator Key
- Outstanding Sub Contractor Allowance Breakdown
- Outstanding Site Instructions and Factory Work Orders Control
- Procedure and Control of Operating & Maintenance Manual
- SE Control Priority List on Control Panels
- Sub Contractor Register
General
- Assisting the Contracts department with office duties as required.
#J-18808-Ljbffr