Contracts Documentation Specialist

1- Contract Management & System Administration

· Upload all approved contracts, amendments, variations, and related documents to the company’s ERP/document management system

· Enter and maintain contract master data accurately within the system.

· Verify that all required contract documents and approvals are complete before uploading.

· Update contract information whenever changes, renewals, extensions, or amendments occur.

· Maintain organized electronic records and ensure proper document version control.

· Monitor contract expiry dates and notify concerned stakeholders of upcoming renewals or required actions.

· Ensure that contract data entered into the system matches the signed contractual documents.

2- Documentation & Record Keeping

· Maintain a comprehensive database of contracts and supporting documentation.

· Archive contracts and correspondence in accordance with company procedures.

· Retrieve contracts and supporting documents upon request from authorized personnel.

· Ensure confidentiality and security of contractual information.

3- Reporting

· Generate periodic reports related to:

• Contracts uploaded to the system.

• Expiring contracts.

• Pending contracts awaiting upload.

• Amendments and renewals.

· Support management by providing accurate contract status reports.

4- Coordination

· Coordinate with Project Teams, Procurement, Legal, Finance, and other departments to obtain required contract information and documentation.

· Follow up with relevant stakeholders regarding missing documents or approvals.

· Assist the Contracts team in administrative activities related to contract processing.

5- Compliance

· Ensure compliance with company policies, procedures, and document control requirements.

· Support internal and external audits by providing required contract records and documentation.

Identify and report any discrepancies in contract documentation or system records.