Document & Contract Coordinator

Johannesburg, Gauteng, South Africa

Job Description

Main Purpose:


Company Secretarial
The department supports all business areas and provides corporate administration services, including the creation and maintenance of the corporate legal records for all group companies.

Treasury is composed of Regional and Global functions providing support to all entities in matters related to LT and ST financing, Forex and interest rates management, Cash management and forecasts.

Knowledge Skills and Abilities, Key Responsibilities:

Main Purpose Reporting to the Group Company Secretary, the successful applicant will be primarily responsible for the following:-
  • Maintain and administer the Group’s online filing and document retention system and be responsible for hard copy document retention in the Johannesburg Office.
  • Maintain, update and implement all e-filing & contract management systems being rolled out across the various regions and jurisdictions, including tracking of contract expiry/renewals, managing new contract/document request forms and monitor final contract delivery.
  • Providing administrative support to the Regional Company Secretaries in terms of document and contract collation, storage, circulation and the like.
  • Managing document signature requests, liaising with Executive Assistants in all jurisdictions to arrange courier, dispatch and tracking of requests.
  • Managing and taking responsibility for group-wide KYC requests as it relates to requesting extracts, certificates, certifications, notarization, legalization and translation of corporate documents.
  • Providing support to the Company Secretarial Manager responsible for the Group’s banking & treasury support function on reporting.
The successful applicant may at times also be required to assist with corporate legal administration and compliance for a number of Puma Energy group companies, and assist in drafting and reviewing related documentation in relation to the statutory compliance of the companies. Knowledge, Skills and Abilities
  • 2-3 years of relevant work experience gained in any of the following i) treasury/finance/tax / related administration department ii) compliance/contract management department iii) in-house legal or company secretarial department /paralegal role.
  • Relevant academic background; diploma / course in administration, CSSA / ICS / Paralegal Certificate (advantageous)
  • Experience in working in a fast-paced commercial environment and dealing with colleagues and advisors in other countries/timezones.
  • Ability to work independently when required, managing a number of matters simultaneously.
  • Comfortable with managing a busy workload of changing priorities.
  • Fluent English; other languages desirable (Portuguese / French) but not essential.
  • Familiarity with standard MS Office computer software and online resources.
  • Excellent oral and written communication skills.
  • Energetic, dynamic and enthusiastic personality.
Key Responsibilities (i) Ownership and management of the Puma Energy Group’s document and contract administration function. Responsibilities will include:
  • Providing company legal administration services to, and overseeing document and record management and retention, as well as other administrative processes for a portfolio of companies.
(ii) Assisting the Global Company Secretarial Department with other ad hoc company secretarial work for the Puma Energy group. Responsibilities will include:
  • Assisting with intercompany and external financing to include the coordination of board minutes, resolutions, powers of attorney and KYC.
  • Coordinating and managing the timely and accurate execution of legal and corporate documents – resolutions, board minutes, powers of attorneys, KYC documents related to bank facilities, loan and services /supply agreements.

Key Relationships and Department Overview:

Key Relationships
  • Company Secretarial Department
  • Treasury Department
  • Puma corporate tax department
  • Corporate Finance
Reporting Structure
  • Reporting directly to the Group Company Secretary

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Job Detail

  • Job Id
  • Industry
    Not mentioned
  • Total Positions
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
  • Job Location
    Johannesburg, Gauteng, South Africa
  • Education
    Not mentioned