Contract Administration and Billing Manager

Role overview

This position is centered on managing contract administration and billing activities for large project environments. The role requires close coordination with contractors, consultants, vendors, and internal teams to keep contractual obligations, documentation, claims, and invoicing on track.

Contract administration and documentation

• Handle contracts with contractors, consultants, and vendors, making sure obligations, terms, and timelines are followed.
• Prepare routine contract communications such as notices, meeting records, and contractual letters while staying aligned with required procedures.
• Keep contract files, amendments, and related records organized, accurate, and easy to trace.
• Work with Planning, QS, Engineering, and vendor teams to monitor deliverables, milestones, and project schedules.

Claims support

• Support the preparation and documentation of claims, extension-of-time requests, variation orders, and change requests.
• Gather project evidence such as progress updates and site records to strengthen claim handling and dispute support.
• Maintain a claims tracker and follow up on open items until they are resolved.

Billing and payment coordination

• Manage billing activities so contractor and vendor invoices are raised correctly and on time as per contract terms.
• Check invoices for accuracy against completed work, materials, and other project-related scope.
• Coordinate with Finance and Accounts to help ensure invoices are processed and paid within timelines.
• Prepare billing schedules and progress billing reports, and ensure submissions are made within the required deadlines.
• Review billing records for completeness, correctness, and alignment with contract conditions.

Coordination and monitoring

• Partner with Engineering, Procurement, and Planning teams to confirm that contractual commitments are met on schedule.
• Serve as a bridge between site teams and the corporate office for contract-related issues.
• Track project progress to identify and address any departures from agreed contract terms.

Risk, compliance, and due diligence

• Spot possible risks in contract administration, billing, and payment workflows and take preventive action.
• Ensure billing practices, contract provisions, and legal requirements are followed.
• Assist with due diligence for bid documents, vendor onboarding, and contract changes when required.

Reporting and quality assurance

• Keep contract and billing records current and prepare timely management updates.
• Prepare MIS and other billing-related reports for stakeholders and leadership.
• Ensure documents and communications meet internal quality and audit expectations.

Candidate profile

The preferred candidate should have a bachelor’s degree in Electrical, Mechanical, or Civil Engineering. The role calls for more than 10 years of experience, ideally in contract administration and billing within large construction, infrastructure, or real estate development projects. Strong exposure to invoice preparation, invoice verification, and billing management for EPC contracts or similar complex assignments is expected.