Projects & Systems Administrator

Main Purpose
The main purpose of this position is commercial administrative functions and related support for the
Projects Department and Company as well as Systems support to the entire business unit.

Duties and Responsibilities
Bonds and Guarantees
◼ Arrange bid bonds for tender purposes.
◼ Arrange for bonds and guarantees per the requirements stipulated under contract.
◼ Continually monitor the status and validity of all bonds and guarantees.
◼ Arrange for collection and return of all bonds and guarantees once expired.
Contract Setup
◼ Create sales order and contract structure, with job numbers on Syspro.
◼ Capture job costs accurately and ensure contract margins are correctly calculated.
◼ Setup working budget document in consultation with the projects coordinators /engineers.
◼ Incorporate Syspro information (sales order and job numbers) on working budget document.
◼ Prepare contract invoicing schedule against agreed contract milestone invoicing terms.
◼ Update invoicing and revenue forecast schedules.
◼ Compile contract commercial supporting documents for approval by management.
Commercial Files
◼ Prepare commercial files for all contracts.
◼ File all required contract commercial documentation in the commercial file.
◼ Ensure all relevant contract export documentation is filed for legal requirements.
◼ Prepare all requested documentation for audit.
Invoicing
◼ Ensure that sums are invoiced in accordance with agreed contract milestone invoicing terms.
◼ Ensure that invoicing is correctly done and matches purchase orders.
◼ Ensure all supporting documentation required in relation to invoicing is received, filed and
submitted with the relevant invoices.
◼ Monitor and follow up on payments and retentions.
Commercial Reporting
◼ Prepare weekly update reports.
◼ Prepare monthly commercial summary and reports.
◼ Maintain the contract amendment and variation order report.
◼ Prepare project close out documentation and reports on contract completion.

Administration
◼ All Syspro processing related to contracts.
◼ Interface and coordinate with group companies regarding commercial aspects of contracts.
◼ Complete and submit customer application documents.
◼ Monitor commercial processes and continually strive to identify areas of improvement.
◼ Provide a service to all customers contacting the company.
Systems
◼ Review the processing and execution of all departments within the business unit
◼ Identify system issues and propose ERP solutions
◼ Develop and implement ERP changes
◼ Train users to be proficient and responsible for ERP processing
◼ Monitor, maintain and support any ERP issues and processes

Qualifications and Experience
◼ Industrial engineering diploma / degree

Special Requirements
◼ Matric.
◼ A recognized financial tertiary qualification will be an advantage.
◼ Knowledge and proficiency of Syspro is required (Sales and Manufacturing)
◼ SAP knowledge will be an advantage
◼ At least 3-5 years’ experience in the commercial administration field.
◼ Experience in projects and commercial administration, including working with engineering and project personnel on contract commercial requirements.
◼ Computer literacy – excellent knowledge of Microsoft Windows, Microsoft Office (Outlook, Word, Excel and PowerPoint).