Administrator-Contracts Administration - Cash Services

Role Overview

Administrator - Contracts Administration with the Cash Services team at Transguard Group, located at the Headquarters in DAFZA (Dubai Airport Freezone).

Role Purpose

Keep contracts valid for SME clients by monitoring expiry dates, notifying Account Managers 60 days prior to expiry, drafting renewal terms and conditions in compliance with business unit standards, and managing the end-to-end contract renewal and approval process.

Key Responsibilities

Financial

• Ensure all SLAs and pricing agreed with the Client are included in the agreement, whether for renewal or new client contract.
• Ensure all client contracts are signed digitally in soft copies (PDF format).
• Facilitate the renewal process by securing all approvals in CAF and completing the signature process before expiry.

Customer

• Obtain all supporting legal documents from clients through Account Managers before drafting the contract, including copy of Trade License, VAT Registration Certificate, Power of Attorney, ID Proof – Valid Emirates ID of the Authorized Signatory.
• Address internal and external customer queries related to terms and conditions, commercial terms, insurance, and SLAs.

Process

• Draft renewal terms and conditions for SME clients and share them with the Account Manager, ensuring they are signed by the client prior to expiry.
• Obtain the Financial Summary from the Account Manager together with LT Member approvals for the CAF approval process.
• Review any amendments made by the Client to the contract, notify the Account Manager of these changes, and ensure they are reviewed and approved by the Business Units.
• Circulate a copy of the signed contract via email post sign-off to the respective Business Units and SBUs: TL Legal (for records), EK Insurance (for records), Billing team (for generating monthly invoices), Cash Ops (to comply with agreed Service Process and SLAs), and Customer Service (for records).
• Track all inbound and outbound contract documents during the sign-off process in physical or PDF copies.
• Submit a PDF copy of the signed contract with eSignature to TG Legal by Email.
• Submit a physical copy of the signed contract with Wet Signature to TG Legal.

Innovation

• Integrate NCAF with Billing and Transtrack for the activation of Contract Code(s) in Oracle for new clients and the addition of new products and services to reduce the current four-step process to a one-step process.
• Enable the requestor to generate contract codes and share the same with Billing and Finance, Transtrack Ops, and Contract.

Qualifications & Experience

• 3 years of experience in a similar capacity.
• Diploma or Bachelor's degree in any discipline.
• Minimum English Language Level by Transguard Group Standards.

Skills & Competencies

• General knowledge of Microsoft Office.
• Word and Excel skills are essential.