Contract Manager

Position: Contract Manager (Contract Executive)
Department: Billing & Contracts
Reports To: Head - Billing & Contracts
Location: Head Office / Project Sites Coordination
Role Type: Individual Contributor - End-to-End Contract Administration

1. KEY RESPONSIBILITIES
A. Client & Subcontractor Work Order Mgt:

1. Coordinate the preparation, review, and administration of Client Work Orders and Subcontractor Work Orders for assigned projects.
2. Review client tender documents, LOIs, work orders, scope of work, BOQ, rates, payment terms, retention, mobilisation advance, and other contractual conditions.
3. Prepare subcontractor work orders based on approved client work orders, tender terms, negotiated rates, project requirements, and management approvals.
4. Ensure proper alignment between client contractual obligations and subcontractor scope, commercial terms, and execution requirements.
5. Coordinate with Estimation, Project, Planning, Purchase, Billing, and Management teams for work order finalisation.
6. Verify scope inclusions, exclusions, BUA norms, measurement methodology, material responsibility, labour scope, recovery terms, and applicable contractual conditions.
7. Coordinate internal checking and approval of work orders in accordance with the approved MakerCheckerApprover framework.
8. Maintain complete and updated records of client and subcontractor work orders, including original value, amendments, approved value, and closure status.
9. Ensure approved work orders are recorded in the ERP and communicated to the concerned project and commercial teams.

B. Contract Administration & Amendments:

1. Manage the day-to-day administration of client and subcontractor contracts for assigned projects.
2. Monitor compliance with approved work order terms and contractual conditions.
3. Identify variations, additional works, scope changes, quantity revisions, and rate revision requirements.
4. Prepare and coordinate client contract amendments, supplementary work orders, and variation proposals.
5. Prepare and coordinate subcontractor amendments, supplementary work orders, and revised commercial terms.
6. Maintain separate client and subcontractor contract amendment and variation registers.
7. Coordinate supporting documents, drawings, site instructions, measurements, and commercial justifications.
8. Follow up on client and management approvals for contract amendments.
9. Ensure approved amendments are updated in the ERP and reflected in billing and project records.
10. Escalate contractual risks, scope gaps, and commercial discrepancies to the Head Billing & Contracts.

C. Client & Subcontractor Billiing Coordination:

1. Coordinate client RA billing and subcontractor bill processing for assigned projects.
2. Review billing applicability with reference to approved client and subcontractor work orders.
3. Coordinate quantity reconciliation, material recoveries, retention, advances, deductions, and other contractual adjustments.
4. Track client bill certification, outstanding amounts, and payment-related follow-ups.
5. Coordinate subcontractor bill verification, certification, and payment-related documentation with Finance.
6. Ensure commercial alignment between client billing and subcontractor billing, wherever applicable.
7. Monitor outstanding client recoveries, subcontractor deductions, disputed amounts, and pending commercial approvals.
8. Coordinate preparation and reconciliation of client and subcontractor final bills.

D. Client & Subcontractor Coordination:

1. Coordinate with client QS, billing, contracts, and commercial representatives for assigned projects.
2. Coordinate with subcontractors regarding work order terms, scope clarifications, amendments, billing, and commercial matters.
3. Coordinate quantity reconciliation, material recoveries, retention, advances, deductions, and other contractual adjustments
4. Coordinate with Project Managers, Site Engineers, Planning, Purchase, Finance, and Accounts departments.
5. Maintain records of commercial meetings, commitments, correspondence, and pending action items.
6. Follow up on pending approvals, contractual clarifications, and commercial commitments.
7. Escalate critical delays, disputes, and high-value commercial matters to the Head.

E. MIS & Contract Monitoring:

1. Maintain complete and updated project-wise client and subcontractor contract records.
2. Prepare weekly and monthly contract status reports for review by the Head.
3. Track client and subcontractor work order values, amendments, executed quantities, billing, and outstanding commercial matters.
4. Maintain registers for client approvals, subcontractor approvals, pending variations, bill certification, recoveries, and final accounts.
5. Provide accurate contract and commercial data for management MIS.
6. Highlight contractual risks, pending approvals, commercial discrepancies, and potential financial exposure.

F. Final Bill & Contract Closure:

1. Coordinate final measurement and reconciliation of client and subcontractor contracts.
2. Track pending variations, recoveries, deductions, retention, and contractual claims.
3. Ensure all required project and commercial documents are collected and maintained.
4. Coordinate client final bill preparation and subcontractor final account settlement.
5. Follow up on pending client approvals, retention releases, and outstanding commercial matters.
6. Report control deviations, missing approvals, and unauthorised changes to the Head Billing & Contracts

3. Authority & Accountability:
The Contract Manager shall be accountable for:

• Timely and accurate administration of assigned client and subcontractor contracts.
• Preparation and coordination of work orders and contract amendments.
• Completeness and accuracy of contractual and commercial documentation.
• Compliance with approved contractual terms and internal processes.
• Timely billing coordination, reconciliation, and commercial follow-up.
• Proper implementation of the MakerChecker–Approver framework.
• Timely escalation of contractual risks, disputes, and pending approvals.
• Coordination of final account closure for assigned contracts.

4. Qualification& Experience:
Educational Qualification

• Bachelor's degree in Civil Engineering, Quantity Surveying, Construction Management, or a relevant discipline.

Experience:

• 10-15 years of relevant experience in construction contracts and commercial administration.
• Experience in client and subcontractor work order management.
• Experience in high-rise residential, commercial, or large-scale civil construction projects.
• Practical knowledge of contract amendments, variations, RA billing coordination, and final account closure.
• Experience coordinating with project teams, client commercial representatives, and subcontractors.
• Working knowledge of ERP and MS Excel.