{bc}
Apply
workable

Commercial Document Control Manager

JASARA PMC
Riyadh, KSA
Manager
Onsite
Discovered 1 weeks ago
Power BI

Full Job Posting

Requirements

  • Key Responsibilities
  • Contract Register and Expiry Management
  • · Maintain a comprehensive register of all active, completed and closed contracts, consultancy agreements and service orders.
  • · Track contract commencement dates, expiry dates, completion dates, extension periods, key milestones and required actions.
  • · Establish and manage an early-warning process for upcoming contract expiries, renewals and extensions.
  • · Issue periodic contract expiry and renewal look-ahead reports to the Commercial team.
  • · Coordinate the collection and filing of contract close-out documentation.
  • Commercial Document Control
  • · Maintain a structured electronic filing and document control system for all commercial and contractual records.
  • · Ensure documents are correctly named, numbered, version-controlled, approved and filed against the relevant contract or package.
  • · Maintain complete records of contracts, service orders, variations, change orders, notices to proceed, tender and award documents, approvals, payments, settlements, amendments, addenda, descoping or termination records, final accounts and close-out documents.
  • · Ensure superseded documents are clearly identified and retained in accordance with the applicable document retention requirements.
  • Commercial Registers and Trackers
  • · Maintain and regularly update the Contract Register, Contract Expiry and Renewal Register, Variation and Change Order Register, Contractual Notice Register, Approval Register, NTP and Service Order Register, Insurance Register, Performance Security and Bond Register, Payment and Final Account Status Register, and Contract Close-Out Register.
  • · Ensure each register has a clear owner, status, due date, supporting reference and audit trail.
  • · Reconcile registers periodically against the formal contract management and document management systems.
  • Contractual Compliance Monitoring
  • · Monitor the expiry of insurances, performance securities, guarantees and other time-sensitive contractual submissions.
  • · Track key notice periods, response deadlines and contractual deliverables identified by the Commercial team.
  • · Provide advance alerts to the responsible Commercial Manager and escalate overdue or high-risk items.
  • · Maintain evidence of correspondence, approvals, submissions and decisions to support governance, audit and dispute requirements.
  • Commercial Correspondence
  • · Maintain a controlled register of incoming and outgoing contractual correspondence.
  • · Ensure formal notices and commercial letters are correctly referenced and filed against the relevant contract.
  • · Track correspondence requiring a response and highlight overdue actions.
  • · Support the Commercial team in retrieving historical records for contract administration, audit, claims, disputes and close-out.
  • Reporting and Dashboard Management
  • · Prepare a monthly commercial controls dashboard covering contracts approaching expiry, outstanding extensions, expiring insurances and securities, open variations, pending approvals, overdue responses and contracts pending close-out.
  • · Maintain accurate and consistent data suitable for management reporting and Power BI dashboards.
  • · Identify recurring control gaps and recommend practical improvements to registers, workflows and document governance.
  • Relevant document control experience within construction, real estate development, consultancy, procurement, contracts or commercial environments.
  • Commercial exposure
  • Contract lifecycle
  • Working understanding of contract award, service orders, notices, variations, amendments, extensions, securities, insurances, final accounts and close-out.
  • Systems and reporting
  • Strong Excel capability, with proven experience maintaining registers, trackers, formulas and management reports. Experience with electronic document or contract management platforms is required; Power BI exposure is advantageous.
  • Communication
  • Strong written English and the ability to read, classify and track contractual correspondence accurately.
  • Delivery style
  • Highly organized, detail-oriented and proactive, with the ability to manage multiple contracts, deadlines and stakeholders simultaneously.
  • Education
  • Degree or diploma in Business Administration, Commercial Management, Engineering, Construction Management or a related discipline.

Benefits

  • Requirement
  • Education
  • Degree or diploma in Business Administration, Commercial Management, Engineering, Construction Management or a related discipline.

Experience

  • Previous experience supporting a Commercial, Contracts or Procurement function is strongly preferred.

Preferred Qualifications

  • Previous experience supporting a Commercial, Contracts or Procurement function is strongly preferred.

Responsibilities

  • Contract Register and Expiry Management
  • · Maintain a comprehensive register of all active, completed and closed contracts, consultancy agreements and service orders.
  • · Track contract commencement dates, expiry dates, completion dates, extension periods, key milestones and required actions.
  • · Establish and manage an early-warning process for upcoming contract expiries, renewals and extensions.
  • · Issue periodic contract expiry and renewal look-ahead reports to the Commercial team.
  • · Coordinate the collection and filing of contract close-out documentation.
  • Commercial Document Control
  • · Maintain a structured electronic filing and document control system for all commercial and contractual records.
  • · Ensure documents are correctly named, numbered, version-controlled, approved and filed against the relevant contract or package.
  • · Maintain complete records of contracts, service orders, variations, change orders, notices to proceed, tender and award documents, approvals, payments, settlements, amendments, addenda, descoping or termination records, final accounts and close-out documents.
  • · Ensure superseded documents are clearly identified and retained in accordance with the applicable document retention requirements.
  • Commercial Registers and Trackers
  • · Maintain and regularly update the Contract Register, Contract Expiry and Renewal Register, Variation and Change Order Register, Contractual Notice Register, Approval Register, NTP and Service Order Register, Insurance Register, Performance Security and Bond Register, Payment and Final Account Status Register, and Contract Close-Out Register.
  • · Ensure each register has a clear owner, status, due date, supporting reference and audit trail.
  • · Reconcile registers periodically against the formal contract management and document management systems.
  • Contractual Compliance Monitoring
  • · Monitor the expiry of insurances, performance securities, guarantees and other time-sensitive contractual submissions.
  • · Track key notice periods, response deadlines and contractual deliverables identified by the Commercial team.
  • · Provide advance alerts to the responsible Commercial Manager and escalate overdue or high-risk items.
  • · Maintain evidence of correspondence, approvals, submissions and decisions to support governance, audit and dispute requirements.
  • Commercial Correspondence
  • · Maintain a controlled register of incoming and outgoing contractual correspondence.
  • · Ensure formal notices and commercial letters are correctly referenced and filed against the relevant contract.
  • · Track correspondence requiring a response and highlight overdue actions.
  • · Support the Commercial team in retrieving historical records for contract administration, audit, claims, disputes and close-out.
  • Reporting and Dashboard Management
  • · Prepare a monthly commercial controls dashboard covering contracts approaching expiry, outstanding extensions, expiring insurances and securities, open variations, pending approvals, overdue responses and contracts pending close-out.
  • · Maintain accurate and consistent data suitable for management reporting and Power BI dashboards.
  • · Identify recurring control gaps and recommend practical improvements to registers, workflows and document governance.

Apply for this job in 1 click

Skip the repetitive application forms

Install the Base Career Chrome Extension and autofill job applications across major job boards with your profile.

Sarah M.James T.Maya R.

Trusted by over 500,000 job seekers on Base Career

Start Free Today

More from this employer

More jobs at JASARA PMC

Senior Mechanical Engineer

Riyadh, KSA

Discovered TodayFull-time

Senior BIM Engineer (Saudi National)

Riyadh, KSA

Discovered Today

Senior Mechanical Engineer

Riyadh, KSA

Discovered TodayFull-time

Project Director

Riyadh, KSA

Discovered 4 days ago

Director for Power

Riyadh, KSA

Discovered 4 days ago

Sr. Proposal Engineer

Riyadh, KSA

Discovered 4 days agoFull-time

Senior Design Manager - MEP (Electrical)

Riyadh, KSA

Discovered 4 days ago

Senior Construction Manager

Riyadh, KSA

Discovered 4 days agoFull-time