Role: To manage a comprehensive, responsive and efficient administration section of the Telecoms Department and pro-actively assist the Contracts Manager to deliver a full support solution to the Telecoms Department.

Duties and Responsibilities:


Telecoms Motorola
• Drawing up of contractor contracts
• Issuing starter manual & related documentation
• Monitoring the return of compulsory information from contractor (beneficiary form / personnel information / insurance / bank details etc) and chasing non-returns
• Monitoring the return of counter signed contracts from all parties and chasing non-returns / incomplete documentation returned etc
• Efficient filing of contracts / correspondence in electronic & hanging files
• Keeping email distribution list up to date
• Knowledge of contractor names by country
• Keeping PDF files of starter manual and related documentation up to date
• Answering general queries of contractors / forwarding to Contracts Manager / Office Manager as appropriate
• Entering sales invoice numbers & dates onto monthly CCS / checking invoice totals match CCS totals
• Assisting Contracts Manager in entering monthly payroll data onto MCC for accounts department to invoice
• Drawing up Embassy letters for visa applications / work permits etc
• Handling contract extensions, liaising with managers and updating CCS with new end dates. Drafting and issuing approved contracts to engineers
• Visas and compliance for new engineers
• Salary package breakdowns for new starters / monthly rate changes
• Dealing with in-country sponsor organisations
• Assisting with Monthly Payroll must have good knowledge of Sage

Less regular tasks as part time administrator usually handles these:
• Researching & booking flights / accommodation for contractors (worldwide) as requested and recording receipts for the credit card
• Email contractors regarding deadline for submitting monthly invoice documents & acknowledging receipt of these documents through reply email. Informing contractor where documents are in error / incomplete
• Email contractors who fax their monthly invoice documents to confirm receipt and informing the contractor where documents are incomplete
• Printing off monthly contractor invoice documents in accordance with agreed procedures and payroll cycles
• Sending remittance email to each contractor confirming breakdown of salary payment
• Email remittance slip to relevant contractors / sponsors
• Scanning stamped sales invoices & back up and emailing to relevant Motorola parties
• DHL/post invoice batches to relevant countries and track receipt for CCS purposes. Send courier number to relevant Motorola personnel
• Any other filing/typing/correspondence as requested



Telecoms non-Motorola
• Drawing up of contractor contracts and sending in electronic format with welcome email
• Drawing up of client contracts and sending in electronic format
• Monitoring the return of counter signed contracts from all parties and chasing up those not returned promptly
• Efficient filing of contracts / correspondence in hanging contractor files & electronic files
• Supervising the issue of Purchase Orders (POs) from clients / checking rates and dates mirror contract / chasing up late POs
• Monitoring start/end/extensions dates and alerting consultants to such dates to guarantee contract paperwork is drawn up in time
• Monitoring & updating contractual information on CCS Master as necessary
• Answering general queries from contractors / forwarding to sales consultant where appropriate
• Filing / typing correspondence as requested


All Areas
• To undertake any other such duties appropriate to the post as maybe required

Anti spam: Do NOT contact me offering services or anything of a commercial nature.