Contract Admin Assistant

The role provides comprehensive administrative and operational support to the Contracts and Procurement team. Responsibilities include drafting and managing correspondence with suppliers and subcontractors, obtaining quotations for tenders and site requirements, and supporting contract administrators with purchase requisitions and project documentation. The position requires coordination of logistics such as deliveries between regional offices, accommodation, travel arrangements, and vehicle services. Additionally, the role involves maintaining accurate records for staff and subcontractors, assisting with tender documentation, managing office supplies procurement, and capturing stock reservations.

Proficiency in SAP and strong organizational skills are essential to ensure the smooth execution of contractual and administrative tasks across multiple departments.

• Drafting correspondence and emails as needed to suppliers
• Track and oversee correspondence with suppliers and subcontractors
• Check on requested details from suppliers and subcontractors
• Completion of all contractual correspondence and documents in both hard copy and electronic format
• Obtain quotations for tenders, contractors and site staff
• Support contract administrators with purchase requisitions in the SAP system, tracking sheets, server and project files
• Coordinate the shipment and delivery of products among the offices in Cape Town, Gauteng and Durban
• Prepare and submit monthly Skynet reconciliation for payment
• Arrange accommodation & flights for all PI site personnel
• Assist contract administrators with capturing, sign off and forwarding of weekly timesheets to H.R. Department
• Coordinating travel reimbursements and management expenses
• Renewal of licenses for all vehicles, trailers and winches
• Booking & managing of vehicle services and repairs
• Assist contract administrators with the capturing and processing of monthly vehicle allocations
• Assist contract administrators maintain current employee records
• Create and print delivery notes for material to be delivered to site or the Client’s store
• Assist with Tenders – requesting quotes and file on server. Updating of relevant employee CV’s and checking if certificates are still valid, and any other assistance required during the Tender process
• Assist contract administrators with the upkeep of all sub-contractors commercial documents
• Assist with answering of switchboard
• Procurement, verification and acceptance of all office supplies
• Capturing of Reservations for Stock

• Grade 12 with tertiary qualification will be advantageous

• 1 year experience in office contract administration. (NEC, FIDIC, GCC)
• The ability to multi-task and attention to detail is essential
• Experience in SAP/R3 will be to your advantage but training can be provided

• Experience in Microsoft Windows , Word and Excel
• Must be fluent in English and Afrikaans