✨ AI Summary
Elsewedy Electric is seeking a Contracts Documentation Specialist to manage and maintain contract-related documentation within their ERP/document management system. The primary responsibilities include uploading contracts, amendments, and variations, ensuring accurate data entry and master data maintenance, and updating contract information for changes, renewals, and extensions. The role also involves maintaining organized electronic records, monitoring expiry dates, and generating periodic reports on contract status, uploads, and renewals. The specialist will coordinate with Project Teams, Procurement, Legal, and Finance departments, follow up on missing documents, and assist the Contracts team with administrative tasks. A strong understanding of compliance with company policies, document version control, and ERP document management systems is essential.
Requirements
The Contracts Documentation Specialist will be responsible for managing contracts within the company's ERP/document management system, ensuring accurate data entry, maintaining organized records, and generating reports. This role requires coordination with various departments like Project Teams, Procurement, Legal, and Finance to gather necessary information and ensure compliance with company policies and document control requirements. Key skills include proficiency in ERP document management systems, document version control, and adherence to company policies.
Description
1- Contract Management & System Administration· Upload all approved contracts, amendments, variations, and related documents to the company's ERP/document management system· Enter and maintain contract master data accurately within the system.· Verify that all required contract documents and approvals are complete before uploading.· Update contract information whenever changes, renewals, extensions, or amendments occur.· Maintain organized electronic records and ensure proper document version control.· Monitor contract expiry dates and notify concerned stakeholders of upcoming renewals or required actions.· Ensure that contract data entered into the system matches the signed contractual documents.2- Documentation & Record Keeping· Maintain a comprehensive database of contracts and supporting documentation.· Archive contracts and correspondence in accordance with company procedures.· Retrieve contracts and supporting documents upon request from authorized personnel.· Ensure confidentiality and security of contractual information.3- Reporting· Generate periodic reports related to:- Contracts uploaded to the system.- Expiring contracts.- Pending contracts awaiting upload.- Amendments and renewals.· Support management by providing accurate contract status reports.4- Coordination· Coordinate with Project Teams, Procurement, Legal, Finance, and other departments to obtain required contract information and documentation.· Follow up with relevant stakeholders regarding missing documents or approvals.· Assist the Contracts team in administrative activities related to contract processing.5- Compliance· Ensure compliance with company policies, procedures, and document control requirements.· Support internal and external audits by providing required contract records and documentation.Identify and report any discrepancies in contract documentation or system records.