Commercial Document Control Manager

About JASARA PMC

Role overview

Contract registers and expiry management

• Maintain registers of active, completed, and closed contracts, consultancy agreements, and service orders.
• Track start, expiry, completion, extension, milestone, and action dates; issue early warnings and periodic expiry and renewal reports.
• Coordinate the collection and filing of contract close-out documents.

Document control and registers

• Maintain structured electronic files and ensure commercial documents are correctly named, numbered, version-controlled, approved, and filed against the relevant contract or package.
• Control records including contracts, service orders, variations, notices to proceed, tender and award documents, approvals, payments, amendments, settlements, final accounts, and close-out documents.
• Maintain registers for contracts, renewals, variations, notices, approvals, service orders, insurance, securities, payments, final accounts, and close-out; keep ownership, status, due dates, references, and audit trails.
• Reconcile registers with contract and document management systems and retain superseded documents under applicable retention requirements.

Compliance and correspondence

• Monitor insurance, securities, guarantees, contractual submissions, notice periods, response deadlines, and deliverables; alert Commercial Managers and escalate overdue or high-risk items.
• Maintain evidence of correspondence, approvals, submissions, and decisions for governance, audit, and dispute requirements.
• Control incoming and outgoing contractual correspondence, track required responses, and support retrieval of historic records for administration, claims, audits, disputes, and close-out.

Reporting and improvement

• Prepare a monthly dashboard on approaching expiries, extensions, insurance and securities, variations, pending approvals, overdue responses, and contracts awaiting close-out.
• Maintain accurate data for management reporting and Power BI dashboards; identify recurring control gaps and recommend improvements to registers, workflows, and document governance.

Education and experience

• Degree or diploma in Business Administration, Commercial Management, Engineering, Construction Management, or a related discipline.
• Relevant document-control experience in construction, real estate development, consultancy, procurement, contracts, or commercial environments.
• Commercial, Contracts, or Procurement function experience is strongly preferred.

Skills and systems

• Working understanding of contract awards, service orders, notices, variations, amendments, extensions, securities, insurances, final accounts, and close-out.
• Strong Excel capability, including registers, trackers, formulas, and management reports; electronic document or contract management platform experience is required.
• Power BI exposure is advantageous.
• Strong written English and accurate reading, classification, and tracking of contractual correspondence.
• Organized, detail-oriented, and proactive, with the ability to manage multiple contracts, deadlines, and stakeholders.