Lead - Retail & Marketing Contracts Management at Astron Energy (Pty) Ltd.

Job Summary

Responsible for managing the Retail & Marketing Contracts office, which includes briefing, drafting, reviewing, negotiating, and vetting all Retail & Marketing legal agreements and terms (Franchise, Retailer owned, Retailer operated (RORO/ROWA), supply and operational standards agreements, partner & alliance agreements, LOI’s etc). Ensures compliance with all external (legislative, regulatory, etc) and internal (compliance and safety) requirements and serve as an advisor to the Retail business.

Work closely with the enterprise Astron Energy legal & compliance team to ensure alignment, and best practice is implemented within Retail & Marketing. Support all legal discussions and engagements with all parties both internally and externally and be the single point of contact for Retail related legal matters in collaboration with the legal team.

Supports the Sales & Ops community, Network New Bus Dev with a good understanding of Marketing and partner contracts (in other words understands Retail detail, Retail key leaders/stakeholders and the high-level Retail business). Agree budgets and timescales with Retailers and Landlords. Use knowledge of RAS Margins to positively impact the Retail business. Managing contract schedules and budgets. Manage contract expiry diary.

Retail Contractual Obligations: Manage KMS contractual obligation entries by capturing Contractual obligations of completed contracts in KMS. Create MOC to track contractual obligations; Advise relevant stakeholder to action contractual obligation, follow up on overdue obligations, manage to closure or escalate as required.

Financial Perspective

• Annual budget or financial business dimensions that the job indirectly supports to influence the Retail business Annual fuel volume targets
• Manage Retail & Marketing business risks from a legal perspective, and advise the business accordingly
• Assist with the Business Planning forecasts for Lease Ins, Lease Outs, Franchise Admin Fees, rates & Taxes etc.

Customer Perspective

• Lead the drafting, updating and accurate closure of all Retail & Marketing contracts, working with the legal team and all relevant stakeholders, including all Classes of Trade as well as for the Branded Marketer channel.
• Ensure the organization's internal contract documents are accurate and well maintained.
• Meet with customers to discuss both legal and support business discussions
• Provide advice and guidance to the different teams within Retail relating to contracts
• Create, prepare, review, and edit all contracts
• Provide support and advice on new potential businesses opportunities (New Business Acquisition / Development)
• Identify opportunities to improve business processes and devise plans to implement these changes
• Ensure customers are adhering to their obligations in line with the contract
• Draft legal letters, i.e. breach letters as required by Retail
• Manage all conveyancing matters related to approved property transactions
• Support and assist with the Payment & Collection of Service Fees and managing problematic accounts and municipalities
• Prepare and process requests for new accounts whenever new service stations are built or retailers/owners change for existing accounts.
• Support with marketing and partner agreements, NDA’s, MOU’s etc.

Business Excellence

• General Support to Retail Sales & Operations, Marketing and Business Support Departments:
• Provide assistance and advise to Retail Sales in respect of retailers and the contracts in place from a legal and business aspect. i.e. Advising on clauses in the FA to assist breaching a Retailer etc.
• Provide assistance to business support in terms of updating training material and documents as well as drafting communications, notifications and letters.                                                       
• Assist with New Business Development Sites (NTC & NTI) by supporting the Retailer selection process specialist to ensure the retailer is onboarded in line with the streaming date.
• Maintain All Classes of Trade property master files
• Provide legal support and assistance to Marketing, CRT, Fleet and card businesses within Retail
• Perform legal audits to ensure compliance and that contractual obligations are met
• Manage and keep the legal register up to date and ensure legal matters progress towards closure at minimal risk
• Monthly and ad-hoc reporting on progress around all legal matters in Retail & Marketing.
• Proactively manage the head lease, renewals, municipal utility cost, and associated cost, rates & taxes etc.
• Manage the business risk around franchisees, retailer owned sites and local government / municipal authorities

People Management

• Organisational capability. Training on Retailer Selection Process, Renewal Process and Contract and compliance Management:
• Refresher training on staff (Retail Teams) – one on one training. 2 sessions per annum per year (Q1 & Q3) or as required.
• Understanding the basic rights and obligations with key internal and external business partners.
• Onboarding training with new TMs – Trainer arranged onboarding training with a new territory manager to train on all 3 areas.
• Contract management sessions with Retailers to enforce accountability of the Franchise and Supply Agreements
• Provide Administrative, Legal and Fiscal Support

Professional Qualification and Certifications:

• LLB / BA Law / BCom Law, admitted attorney in South Africa

Work Experience:

• 3-5 years post admission experience at a well-established law firm or in house at a large corporate. Experience in contract management, particularly reviewing and drafting of contracts. Experience in the downstream Retail and commercial fuel industry will be advantageous.

Knowledge and skills:

• Demonstrate a solid understanding of legal terminology.
• Good contract admin knowledge and how to automate processes in this role.
• Comfortable working as part of a multidimensional team with the ability to work well independently and within a team
• Good Retail fuel business knowledge
• Exemplify a strong attention to detail
• Possesses superior organizational skills and the ability to manage multiple projects with shifting deadlines
• Must have strong computer skills and knowledge of common programs such as Microsoft Office
• Must possess excellent written and oral communication skills
• Capable of professionally managing confidential information
• Exemplify creative problem-solving abilities.
• Track record of integrity, honesty, and a positive attitude.
• Strong project management, multitasking, and decision-making skills
• Must have a strong understanding of financial management principles i.e., Financial Acumen
• Ability to liaise with all levels of business professionals including attorneys, landlords and their representatives, retail, property and other business units and external service providers