Overall, Purpose of the Job:

The Contracts Administrator is responsible for preparing and maintaining contracts with ADvTECH’s suppliers and vendors to ensure compliance and protect the interests of the organization. To provide support to the Supplier Relationship and Procurement Managers, respectively as well as responding to queries, pertaining to contract terms & conditions from ADvTECH staff or suppliers/vendors

Contract Preparation & Renewal:

• Draft and prepare contracts for sales, purchases and service agreements, using standard format/ template and clauses as well as custom terms specific to each contract
• Review contracts for completeness, accuracy, and legal compliance, ensuring all clauses and details are included are up to date with current regulations and meet company objectives before being sent for approval
• Edit and update existing contracts as required
• Perform contract close-out (expiration), extension or renewal as appropriate
• Use contract management software to streamline workflow, track contract status, and facilitate signatures
• Stay up-to date with legislative changes and coordinate with the legal department as needed.

• Complete credit applications, liaising with vendors/suppliers as required for information and supporting documentation
• Write contract letters and other communications and notices
• Maintain detailed and up-to-date records of all contracts, amendments, and correspondence and documentation, both physical and digital
• Prepare and compile tender documents: Request for Proposal, Request for Quotation, Invitation to Tender, Contract documents etc as required in collaboration with the respective Brand and Procurement
• Review proposals from suppliers/vendors for conformity to contract requirements and determine acceptable bids for review by Procurement Manager. 

• Co-ordinate with legal, procurement, finance, and relevant stakeholders in relation to contract reviews, approvals and/or sign off
• Communicate and/or explain contract terms and conditions to stakeholders, providing interpretation as required
• Resolve any contract-related issues that come up, whether internally or externally
• Explain terms and conditions to managers and interested parties
• Provide customer service and consultation to internal teams on contract terms, compliance, policies and processes
• Assist with training on contract practices and negotiations for staff in the Brands and GSS, if necessary. 

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