About the position
We currently looking for an Administrator -1 year fixed contract
In alignment with the Bank strategy of customer centricity, the contract management is responsible for:
Administrate the contract life cycle, from onboarding to end of contract, for all Lending (all types of facilities approved by the Bank) and Leasing products as well as Customers.
Adhering to policies, procedures, in line with regulatory requirements.
Provide support to stakeholders and other departments to achieve targets and goals as set by the company.
Ensure brand values
RESPONSIBILITIES
CUSTOMER CENTRICITY
Service Excellence
- Ensure customer service excellence
- Communicate vision and services
- Interface with customers where necessary
- Identify problem areas and ensure corrective action is taken
- Analysis of the month-end reports to ensure accuracy of data
- Interprets business/ customer requirements to provide timeous solutions
- Responsiveness: Speed of responses, reaction time, going the extra mile, turnaround time
- Building relationships with customers and other departments
Queries
- Escalate appropriate departments where necessary and follow up
- Queries to be addressed and resolved within 12 hours
Communication
- Professional verbal and written communication
- Follow-up on outstanding matters
- Be patient, listen, and act on customers' requirements
OPERATIONAL EXCELLENCE
Management of Activities
- Plan and evaluate workload
- Create, maintain and enhance effective working relationships with staff, customers and service providers
- Seek, evaluate and organise information for action
- Exchange information to solve wider problems and assist in making these decisions
- Assist in developing and implementing standard procedures and policies
- Understand how the function impacts on other business units and ultimately on business results
- Review business policies and procedures, and recommend changes where necessary
- General Administration duties
FICA
- Receive FIC documents according to the correct FIC checklist from the Account Manager.
- Do world checks and draw Experian/ CIPC disclosure to verify the information
- Sign checklist and submit to CVA for approval
- Keep all FIC document including the approval on record and on CRM/DMS
Legal approval
- On approval of account or review of facility ensure that the relevant documents are requested from the Account Manager
- Once all requirements are received from the customer submit to Legal for approval
- Submit legal approval to credit to get limit loaded
- Keep all legal documents including the approval on record and on CRM/DMS
FA Quotations
- Add quotations on FA according to request received
- Sign off quote worksheet and amort/payment plan
Purchase Orders & Schedules
- Approved quotes get converted to deals
- Ensure limit is loaded and correct signatory has signed quote before Purchase Order can be done
- Obtain tax invoice from the supplier
- Check supplier is loaded and correct documents obtained
- Draw up relevant schedules and sign off on schedules
- Submit to relevant sales person for customer sign off
Pay-Out & Activations
- Original signed documentation
- Prepare pay-out documentation
- Take to legal for final sign off
- Submit to risk for activation
- Receive payment confirmation from Rand
- Process VAPS where applicable
Short Term Rentals
- Obtain quotations from suppliers as and when required
- Interact with suppliers by placing orders, arranging change overs and terminations
- Ensure all invoices are received and presented at the beginning of the month for payment
- Attend to all queries within specified time period
- Request quotation where required
End of Contract
- Settlement requests, approvals, restructures, terminations are to be processed within 24 hours
- Ensure accurate information is sent to Trade Centre when requesting valuations on FML and OR
- Terminations to be process as soon as proof of funds is received (Bank Statement) or VRF and Make Good Costs Quotes received from the Regions
- Bulk restructures from the deviation report processed monthly
- Adhoc restructure and extension requests to be process timeously (follow-up with Credit Department)
- Ensure feedback is given on requests processed (settlements, restructures etc.)
- Request for natis documents to be released where required and process paid up letter
- Fuel card and e-tag administration (report and replace stolen/lost cards, order new cards, analyse and report on fuel card usage/fraud identified)
- Cross Border Letters
Internal Processes
- Document Control
o Ensure all processed documents are filed and scanned on the relevant server
o Legal and FICA requirements according to checklists and regulatory requirements
o Ensure relevant documents during the life span of the deal is added to the deal file
o Record when files have been taken and follow up at the end of the month that files have been returned - Daily reporting
- Weekly reporting
- Monthly reporting
LEARNING AND GROWTH
Teamwork
- Keep close to colleagues to determine if there are areas of need and assist where knowledge is lacking, share knowledge and assist with work load
- Keep co-workers in copy of communication with clients - this way anyone can assist the client or co-worker from another department
- Contribution to making the department a great place to work
- Effort to forge and maintain quality inter-personal relationships
- Support and drive the business' core values
- Maintain a positive attitude and drive
- Respond openly to feedback
- Promote the sharing of knowledge
- Show willingness to help others
- Manage one's own emotions (i.e. handling stress in a manner that does not disrupt the team effectiveness)
- Open to feedback and constructive criticism of performance
Intellectual Capital Development
- Take ownership for driving own career development
- Achievement of objectives/ milestones set out in the development plan
- Development of knowledge base and intellectual property
- Broaden skills to ensure greater marketability and value within the Bank
REQUIREMENTS
Qualification
Matric
Experience
Broad-based administration experience
Knowledge, Skills and Abilities Required
- Attention to detail
- Self confidence
- Teamwork
- Adaptability
- Building relationships
- Energy and drive
- Independence
- Leadership
- Conscientiousness
WORKING CONDITIONS
Office Bound
Desired Skills:
- Administration
- FICA
- Banking
