Contracts Manager, Durban

Location: KZN, Midlands

The Contracts Manager is responsible for overseeing operational sites, effective day-to-day management of site-based operations, quality, safety, and client satisfaction, of TES employees on site which is in line with the client Service Level Agreements.

Role Responsibilities:

Operational Management:

• Ensure the completion of all assessments, checks and verification of information according to the Standard Operating Procedures.
• Ensure all employment contracts are correctly signed, and all additional onboarding documents are attached.
• Conduct induction for all new employees, briefing them on the code of conduct as well as company and client operating policies, procedures, health & safety and labour relations issues prior to placing an individual on assignment or on the first day.
• Oversee the issuing of correct personal protective equipment (PPE) to the employee before placing them on assignment.
• Ensure the employee is assigned to the correct work area and introduced to the relevant Supervisor.
• Responsible for arranging and overseeing the training of employees as required by the client.
• Ensure that the payroll process and layout of payslips is explained to employees.
• Communicate client needs and demands to Operations Manager.
• Forecast and plan for peak and seasonal labour requirements in liaison with the client and Recruitment Centre.
• Responsible for reporting on daily fill rate to the client and Operations Manager.
• Manage the Health and Safety at client site including the Injury on Duty and follow standard process in reporting workplace accidents.

Industrial Relations

• Ensure the disciplinary code and other relevant statutory acts (Basic Conditions of Employment, Labour Relations Act/ Skills Development Act) are displayed in the workplace of the client.
• Ensure that employees problems & grievances are addressed and solved promptly and in a professional manner, attending to employee well-being issues.
• Ensure that all employees are managed on a day to day basis in accordance with applicable labour legislation, as well as client labour relations policies and procedures.
• Ensure that all incidents involving disciplinary issues are procedurally and substantively fair, fully investigated, recorded, and acted upon in a legally defensible manner.
• Request the assistance and guidance of the IR Consultant in disciplinary matters where required.
• Manage poor performance reported by client of employees in accordance with their job descriptions and job requirements.
• Ensure that all disciplinary action is recorded and reported on according to company standard operating procedures.
• Advise the client of correct disciplinary steps to follow to avoid unfair discrimination and unfair dismissal, thus limiting unnecessary CCMA attendance. Escalate any complex issues.
• Responsible for ensuring that contingency plans are in place to deal with strikes and unplanned work stoppages.
• Ensure harmonious industrial relations climate on client sites through collaboration with relevant union officials and shop stewards when required.
• Hold regular Toolbox talks prior to the shift starting with employees (weekly) and discuss any Health and Safety concerns.
• Ensure that all IR work done is recorded in the logbook allocated to each consultant and included in the weekly report for the relevant week.
• Ensure proper termination of all contracts of employment in line with standard operating procedure and relevant regulations.

Reporting and Administration

• Compile a weekly report of all site activities and submit to Operations Manager and HR Officer.
• Keep all documents pertaining to disciplinary matters filed.
• Ensure that the site team adheres to the payroll deadlines and presents the payroll department with accurate payroll data.
• Check accuracy of all payroll forms before submission.
• Ensure completed contracts are submitted to payroll within the required timeframes for capturing on payroll system and registration with the Compensation Commissioner in case of IOD's.
• Check, verify and approve pre-extract and variance reports from Payroll.
• Conduct random checks on payslips prior to issuing to employees.
• Collect payslips for employees on site from the payroll office and distribute to all the employees.
• Attend to payroll queries timeously and keep a record to provide reports to the Client and Manager when required.
• Manage the Time and Attendance system to ensure employees are correctly loaded on the correct shift with the correct hours and submit weekly to payroll.
• Keep site matrix updated.

Compliance and Governance

• Ensure compliance with company policies, standard operating procedures, and processes.
• Attend all meetings timeously when requested by management.

People Management

• Manage site-based teams
• Support, coach, and develop site teams to improve performance
• Handle performance management, absence, and disciplinary issues where required
• Establish a positive work environment that gives rise to committed and motivated, employees resulting in optimal retention of staff.

Customer Focus

• Contribute to a culture of customer service excellence.
• Identify and develop client/business relationships.
• Develop awareness and understanding of client business and needs and identify potential opportunities within client environment.
• Coordinate with staff members working on the same account to ensure consistent service.
• Help develop initiatives to increase customer satisfaction and retention.

Finance

• Forecast and track client account metrics.
• Work towards exceeding targets in the number of candidates placed, creating a value to be billed to clients.
• Ensure that all client invoice processes and requirements are adhered to and queries dealt with timeously in liaison with Credit Control.
• Responsible for ensuring accurate and on time invoicing.
• Fully understand client pricing schedules and ensure that all contract expenditure is within the parameters of the approved pricing schedules.

Technical Knowledge and Skills

• Computer literacy
• Knowledge of relevant legislation and compliance
• Ability to manage tight deadlines
• Report writing
• Project management

Behavioural Competencies

• Strong interpersonal skills
• Organisational skills
• Detail and process orientated
• Problem solving
• Stress tolerance
• Relationship building
• Negotiation skills
• Customer service orientation
• Ability to work under pressure

Minimum Experience

• Minimum 3 - 5 years as a Contract Manager or similar within the recruitment industry
• NQF4 Labour recruitment or related HR qualification
• 2 years of supervisory experience
• TES experience is advantageous

Project Management Skills