Deputy Manager - Contract Admin

Purpose/Objective

Contract Admininstration Executive is responsible for managing the end-to-end customer invoicing process, drafting, reviewing, tracking, and maintaining contract-related documentation, vendor coordination, ensuring accurate data collection, timely invoice generation, tax compliance, and effective customer management.
This role focuses on resolving billing disputes, maintaining documentation, enhancing systems, and supporting revenue reconciliation and audits while aligning with organizational goals and port industry standards.

Key Responsibilities of Role

Data Collection and Processing: Gather operational data from systems, departments to process invoices accurately & raise invoices based on tariff agreements and predefined service-level agreements.
System Management Operate, manage invoicing activities using SAP systems & contribute to system design and development, including creating Business Requirement Documents (BRDs), conducting User Acceptance Testing (UAT), and enhancing existing systems for better functionality.
Contract Management: Assist in preparing, reviewing, and maintaining records of contractual documents including work orders, agreements, and amendments.
Ensure all documentation is complete, compliant with internal policies, and legally sound.
Vendor Management: Facilitate day-to-day coordination with vendors for deliverables, invoices, and timelines.
Track vendor performance against contractual obligations and escalate deviations.
Documentation and Reporting: Maintain accurate and up-to-date records of invoicing details in SAP, other relevant systems & prepare regular Management Information System (MIS) reports for leadership review.
Maintain trackers for all ongoing contracts including key dates, terms, and performance metrics.
Prepare monthly MIS reports for cash flow visibility and contract performance analytics.
Customer Management: Act as the point of contact for customers regarding invoicing queries related to services, create customer codes, manage KYC documents, and update customer master data & map agreements to ensure accurate billing and efficient service delivery.
Support the procurement team in contract execution, free-issue material visualization, and terms finalization.
Process and validate vendor invoices based on milestones and delivery confirmation.
Issue Resolution: Address and resolve billing disputes by coordinating with finance, operations, customer service teams & ensure timely resolution of all customer-related issues.
Tax Compliance and Controls: Ensure adherence to tax compliance requirements, internal checks, controls during invoicing processes & mitigate financial risks by upholding organizational policies and statutory regulations.
Liaise with legal, finance, procurement, and operations teams to ensure contracts meet project and compliance needs.
Act as a communication bridge between cross-functional teams for smooth execution of contract-related tasks.
Revenue Reconciliation: Perform revenue reconciliations to ensure accurate recording and reporting of invoiced amounts.
Internal and Statutory Audits: Provide necessary documentation and support during internal and statutory audits.
Address auditor queries and ensure compliance with applicable regulations.
Identify early warning signs related to contract disputes or delays and assist in mitigation strategies.
Ensure adherence to compliance and support documentation for any dispute resolution.
Collections and Certificates: Oversee the collection of charges and issuance of No Dues Certificates (NDC) to customers.
System Design and Development: Lead the creation of Business Requirement Documents (BRD) and User Acceptance Testing (UAT) for system enhancements and development & ensure robust design and functionality to streamline invoice processing systems.
Digital mindset: Champions a digital mindset within the organization to drive innovation and competitiveness.
Keep up with digital and AI advancements to enhance business and maintain competitiveness.
Key Stakeholders - Internal: Lead - Customer Invoicing Departments, ABEX, Internal auditors, taxation, IT, Marketing, BD, Customer service, Factory Head, Head - Contrat Adminstration , Planning team , Operations team , Finance and accounts team Key Stakeholders - External: Customers

Technical Competencies

Audit Management-Precast,Contract Management in Contract Administration-Precast,Documentation in Contract Administration-Precast,Inventory Management in Contract Administration-Precast,Invoicing-Precast,Project Management in Contract Administration-Precast,Regulatory Compliance in Contract Administration-Precast,Risk Management in Contract Administration-Precast,Vendor Management in Contract Administration-Precast

Qualifications and Experience

Educational Qualification: B.
Com, M.
Com, BBA, MBA, CA Work Experience: 6 - 12 years of experience in relevent field