Agency Contract Administrator 40-50%

Our client is a swiss company specialized in innovative, reliable products and service in the field of refractories
Agency Contract Administrator 40-50%
Start date: April 1 (or asap)
Permanent role

Agency Contract Administrator 40-50%


As Agency Contract Administrator you are responsible for administrative task and keeping track of agency/consultancy/technical service agreements as well as supporting the management team in their day-to-day business and with special projects.

1. Ongoing and new contractual agreements

  • Checking the content and completeness, including a check of the cover sheet of agency/consultancy/technical service contract file
  • Ensuring that, with effect from 1 January 2021, all new agency/consultancy/technical service contracts will be checked as to whether the material contractual documents such as the company register excerpt, passport copy/copies, bank confirmation, Sanction Screening result, TRACE certificate, TRACE red flag check result, business unit head approval, contract original and addenda are available as digital files on the drive without exception
  • Monitoring older Sanction Screens on an ongoing basis and, in the case of outdated and expired Sanction Screening Reports or related documents, obtaining valid and current documents (company register copy, shareholder/ownership structure, passport copies, company’s registered office) plus requesting a new Sanction Screening Report
  • Regular checks as to whether and, if so, which old contracts will soon reach or have already reached their age limit and will need to be replaced by a new, up-to-date standard contract as soon as possible

2. Compliance meetings – physical

  • Preparing minutes of meetings and checking old minutes from previous years
  • Conducting meetings (organizing local meetings with agents, BU heads and regional sales directors, making hotel and travel arrangements and bookings)
  • Following up meetings (complete filing of the minutes in the relevant agent files, preparing digital PDF copies and digital filing on the server, assisting agents in the case of questions or other requests)

3. Compliance meetings – digital

  • Managing and updating the Agency Compliance Questionnaire in the CRM tool «… to be implemented in 2021 …»
  • Planning and preparing digital compliance meetings
  • Sending invitations plus checking and ensuring attendance of invited agents without exception
  • Regular evaluation and discharging of red flag findings and To Dos

4. Trace

  • Communicating and processing enquiries from TRACE Inc.
  • Primary contact for and clarifications with RHIM Corporate Compliance
  • Regular checks and discharging of the weekly red flag list

5. Cross service tool

  • Monthly input into Excel files and Upload Citrix
  • Check of claimed expenses, obtaining signatures, forwarding to accounting
  • Budgeting commission costs including COSS service tool
  • Annual reconciliation of service technicians and technical services with BU heads and regional sales directors

6. Processing of incoming mail

  • Daily emptying of the letter box
  • Opening letters, affixing a “received” stamp and subsequently distributing them
  • Assigning consecutive invoice numbers to invoices/bills, copying invoices, filing them in the invoice file and forwarding the originals to Accounting

7. Travel management

  • Review of travel expense claims

8. Facility management

  • Maintaining the partner firms list
  • Ensuring operability of copying machines, electrical systems, etc. and, if need be, hiring relevant craftsmen/firms
  • Cleaning company
  • Purchasing and office supplies (incl. continuous Excel list for office supplies)

9. (Partial) Stand-in for staff on leave

  • Partial stand-in for staff of TM, JM or CCA on annual leave/sick leave

10. Miscellaneous

  • Help with budgeting
  • Template for staff appraisal interview records
  • Organizing end-of-year dinners or luncheons
  • Assisting through stand-ins for staff on annual leave/sick leave in the Commission Clearing department
  • Assistance with end-of-year work such as calculating accruals for commission costs
  • Assistance with RHIM Corporate special projects (cost reduction programme, compliance programmes such as code of conduct or GDPR)
  • BU heads signature list
  • Country list / BU contact persons
  • General back office work for the management team
  • Assistance with overviews and presentations for the management team
  • Preparing and autonomously carrying out a complete check of all contract files every three years including all relevant documentation (a total of approx. 130 to 150 contract files)


  • Commercial apprenticeship or similar degree
  • 2-3 years experience in paralegal or contract management, ideally both
  • Excellent German skills and very good English skills
  • Structured, organized with a keen eye for detail
  • Willingness to commit
  • Discretion


Please apply online. For further information about the position, please contact your Kelly recruiter, Mr Jean-Luc Leiby (+41 61 270 80 09).

  • Kelly Services Switzerland
    Jean-Luc Leiby

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