Job Description
Job Purpose:
The job holder is responsible for supporting the contracts department with contractual activities and ensure timely execution of the same in accordance with the department policies and processes and meet the objectives and goals of the department.
Key Accountabilities:
- Prepare contract/ SPA (Sales Purchase Agreement) and customer files BTS (Built to sell) within the turnaround time upon receiving the complete set of documents from Sales Team and ensure 100% accuracy of SPAs before sign-off by the Management and client with accurate system (salesforce) update.
- Monitor the payments including to keep track the proof of payments in salesforce while coordinating with Finance for the reconciliation and secure the necessary extension as per the approved policy.
- Conduct the initial review for the sales transaction to ensure that all the approved exceptions are compliant as per DOA.
- Handle sensitive information in a confidential manner.
- Receive signed SPA's (Sales Purchase Agreement) from sales team/broker and prepare customer files ensuring all documents are updated and aligned as per department checklist to efficiently manage customer files.
- Upload agreements on system (salesforce) to ensure efficient tracking of contractual agreements to retrieve information as required by the department and/ or clients.
- Act as a custodian towards contracts/ SPAs by maintaining an organized system of physical and digital contractual records for efficient record keeping and tracking. Ensure that all records including client's information are accurate and up to date.
- Provide efficient customer service and respond to client queries by meeting cliental expectations and ensuring that information is well communicated between clients and management to ensure that they receive accurate and timely information.
- Coordinate with clients for their availability to dispatch contracts/ SPAs for obtaining signature by confirming availability and accuracy of delivery address. for accurate dispatch of contract.
- Collaborate with courier service providers to schedule the delivery of contracts/SPAS as per the agreed timelines with the client.
- Follow-up with clients for completion of signatures on contracts/ SPAs and ensure all pickup conditions are met by ensuring that the signed SPA follows the agreed contractual terms by verifying that signatures match and all other information is accurate.
- Scan and electronically store documents from internal and external customers that go out/ come into the department to ensure that copies of documents received/ sent are available to team as and when requested.
- Manage customer files and maintain accurate and up-to-date records of all contract-related information, including customer details, sales cancellations, contract terminations, and new sale details to ensure that there is no discrepancy between the information on hand and the actual status of the contracts.
- Create purchase requests for the department and ensure that they are approved by following up with the finance team.
- Ensure that all tasks are completed within agreed service level agreements (SLAs).
Qualifications:
- Bachelor' degree in Business Administration, Contract Management or Relevant; Master's degree preferred.
Minimum Experience (number of years):
- Min. 2-4 years of relevant experience in contract administration field
Job Specific Skills:
- Proficient in MS Office and other relevant software applications (like Salesforce)
- Excellent organizational and communication skills
- Excellent communication Skills in Arabic and English
- Ability to work under pressure, prioritize tasks, and meet tight deadlines
- Strong attention to detail and accuracy
- Ability to work collaboratively with cross-functional teams and external stakeholders
- Knowledge of legal and regulatory compliance requirement
- Ability to maintain confidentiality of information
