Manager / AGM / DGM For Contracts & Billing

JOB DESCRIPTION
Manager / AGM / DGM Contracts & Billing
Department: Commercial / Contracts
Industry: Real Estate & Construction
Location: Thane, Mumbai
Experience: 10 to 15+ Years, depending on designation
Qualification: B.E./B.Tech Civil Engineering
Preferred: MBA / PG in Construction Management / Quantity Surveying / Contracts Management
Project Exposure: Large-scale Residential, Commercial, Mixed-Use, High-Rise & Township Projects
Reporting To: Head Commercial / VP Commercial / Director

1. JOB PURPOSE
To lead and manage Contracts, Pre-Contract, Tendering, Commercial Evaluation, Contractor Billing and Contract Administration for large-scale real estate construction projects.
The role will be responsible for ensuring that all contracts are commercially sound, competitively awarded, properly administered and accurately billed, while controlling project costs, contractual risks, variations and claims.
The position will work closely with Projects, QS, Planning, Procurement, Design, Finance, Legal, Consultants, Contractors and Senior Management.

2. WORK BIFURCATION
Work AreaResponsibilityIndicative WeightagePre-Contract & TenderingTender strategy, RFQ/RFP, BOQ, tendering & bid management20%Techno-Commercial EvaluationBid evaluation, rate analysis, benchmarking & negotiations15%Contract FinalizationContract drafting, negotiations, LOI/LOA & work orders10%Contractor BillingRA Bills, measurements, certification, reconciliation & payments25%Contract AdministrationVariations, claims, EOT, amendments & compliance15%Commercial & Cost ControlBudget, committed cost, cost variance & savings10%MIS & Stakeholder ManagementCommercial MIS, reviews & cross-functional coordination5%
3. DETAILED RESPONSIBILITIES
A. PRE-CONTRACT & TENDERING

• Develop tendering strategy based on project requirements, timelines and budget.
• Prepare and manage RFQs, RFPs, BOQs, tender specifications and commercial conditions.
• Define appropriate contract packages for:
• Civil Works
• MEP Works
• Finishing Works
• Infrastructure
• Waterproofing
• Fa•ade
• Specialist Works
• Other project-specific packages

• Prepare tender schedules and procurement timelines.
• Identify and prequalify suitable contractors/vendors.
• Maintain an updated database of approved contractors.
• Float tenders and manage the complete bidding process.
• Conduct pre-bid meetings and coordinate technical/commercial clarifications.
• Ensure proper documentation and transparency throughout the tender process.

4. TECHNO-COMMERCIAL EVALUATION

• Scrutinize technical and commercial bids in coordination with Project and Design teams.
• Prepare detailed Comparative Statements (CS).
• Carry out rate analysis and market benchmarking.
• Analyze contractor quotations, exclusions, assumptions and deviations.
• Identify abnormal rates and commercial risks.
• Evaluate alternative construction/procurement options.
• Conduct commercial negotiations with contractors.
• Identify opportunities for cost optimization and value engineering.
• Prepare recommendation notes for management approval.

5. CONTRACT FINALIZATION & AWARD

• Draft, review and finalize contracts in coordination with Legal and Project teams.
• Ensure appropriate contractual terms and conditions are incorporated.
• Negotiate:
• Contract value
• Payment terms
• Milestones
• Retention
• Security deposit / Performance Security
• Mobilization advance
• Defect Liability Period
• Liquidated damages
• Insurance
• Warranty obligations
• Variation provisions
• Escalation provisions
• Termination clauses
• Dispute resolution provisions

• Prepare and issue LOI / LOA / Work Orders after required approvals.
• Ensure timely execution of contracts before commencement of work.
• Maintain a comprehensive Contract Register.

6. CONTRACTOR BILLING MAJOR RESPONSIBILITY
RA Bill / Running Account Bill Management

• Review and verify contractor RA Bills against approved contracts/work orders.
• Verify quantities and measurements submitted by contractors.
• Check billed quantities against:
• BOQ
• Approved drawings
• Site measurements
• Work orders
• Approved variations

• Coordinate with QS/Site teams for measurement certification.
• Verify contractual rates and applicable approved rates.
• Check mobilization advances, recoveries and deductions.
• Verify retention money and other contractual deductions.
• Check applicable statutory deductions and compliance.
• Review escalation claims wherever contractually applicable.
• Verify extra items, substituted items and deviation quantities.
• Ensure bills are processed within defined timelines.
• Identify discrepancies and resolve billing issues with contractors and project teams.

Billing Control

• Maintain Contract Value vs Certified Value vs Paid Value.
• Monitor work executed against contracted quantities.
• Track outstanding contractor bills.
• Monitor advances and recoveries.
• Maintain contractor-wise billing records.
• Ensure proper documentation for audit and management review.

7. VARIATION / EXTRA ITEM MANAGEMENT

• Review all proposed variations and extra items.
• Validate the requirement with Project and Design teams.
• Check contractual entitlement.
• Conduct rate analysis for extra/substituted items.
• Obtain required technical and commercial approvals.
• Maintain a Variation / Change Order Register.
• Monitor cumulative impact of variations on contract value.
• Ensure no unauthorized work or commercial commitment is made.
• Assess the impact of variations on project budget and completion cost.

8. CONTRACT ADMINISTRATION

• Monitor compliance with contractual terms and conditions.
• Track contractor obligations and deliverables.
• Manage contractual correspondence and notices.
• Review contractor claims and counterclaims.
• Assess contractual risks and potential financial exposure.
• Manage amendments and supplemental agreements.
• Monitor:
• EOT claims
• Delay-related claims
• LD provisions
• Defects
• Performance obligations
• Warranty obligations
• Insurance
• Security deposits

• Coordinate with Legal on contractual disputes and claims.
• Ensure proper documentation of all contractual decisions.

9. FINAL BILL & CONTRACT CLOSURE

• Review and certify contractor final bills.
• Reconcile total quantities executed against the contract.
• Close all approved variations and extra items.
• Verify recovery of advances and outstanding amounts.
• Ensure completion documentation is received.
• Verify retention and security deposit requirements.
• Close pending claims and commercial issues.
• Prepare final account statements.
• Ensure timely closure of contracts after project completion.

10. COMMERCIAL & COST CONTROL

• Monitor project-wise contractual commitments.
• Track Budget vs Awarded Cost vs Executed Cost vs Forecast Cost.
• Identify cost overruns and commercial risks.
• Monitor committed and uncommitted costs.
• Provide commercial inputs during project budgeting.
• Conduct cost benchmarking for major packages.
• Identify cost-saving opportunities.
• Support value engineering initiatives.
• Monitor financial impact of variations and claims.
• Provide management with early warnings on potential cost escalation.

11. MIS & MANAGEMENT REPORTING
Prepare and maintain regular commercial MIS covering:

• Tender Status
• Tender Savings
• Contract Award Status
• Contract Register
• Contractor Billing Status
• RA Bill Status
• Outstanding Bills
• Contract Value vs Certified Value
• Variations / Extra Items
• Claims & EOT
• Cost Variance
• Contractor Advances & Recoveries
• Final Bill Status
• Contract Closure Status

Present commercial updates to senior management during periodic review meetings.

12. CROSS-FUNCTIONAL COORDINATION
The role will work closely with:
Projects / Site Team

• Measurements
• Work progress
• Variations
• Contractor performance

Quantity Surveying / Costing

• BOQ
• Rates
• Measurement
• Billing
• Cost control

Planning

• Project schedule
• Delays
• EOT
• Progress-linked commercial matters

Design / Architecture

• Drawings
• Specifications
• Design changes
• Technical clarifications

Procurement

• Vendor development
• Procurement strategy
• Material/service packages

Finance & Accounts

• Payments
• Advances
• Recoveries
• Retention
• Financial reconciliation

Legal

• Contract conditions
• Claims
• Disputes
• Amendments
• Contractual notices

13. KEY SKILLS
Technical / Commercial Skills

• Pre-Contract Management
• Tender Management
• Contract Management
• Contractor Billing
• Quantity Verification
• BOQ & Rate Analysis
• Techno-Commercial Evaluation
• Contract Drafting & Review
• Variation / Change Order Management
• Claims Management
• EOT & Delay Management
• Cost Control
• Final Account Settlement
• Vendor / Contractor Management
• Commercial MIS

Software Skills

• MS Excel Advanced
• MS Office
• ERP / SAP / Oracle Preferred
• Knowledge of project/commercial management systems Preferred

14. BEHAVIOURAL COMPETENCIES

• Strong commercial acumen
• Excellent negotiation skills
• Analytical and numerical ability
• Strong attention to detail
• Decision-making ability
• Problem-solving approach
• Contractual and risk awareness
• Strong communication skills
• Stakeholder management
• Team leadership
• Ability to work under tight project timelines
• High level of ownership and accountability

15. KEY PERFORMANCE INDICATORS KPIs
Pre-Contract

• Tender completion within planned timelines
• Competitive tendering and cost savings
• Quality of contractor evaluation
• Timely contract award

Contracts

• Timely execution of contracts
• Contractual compliance
• Reduction in contractual risks
• Effective claim and variation management

Billing

• Accuracy of RA Bill certification
• Timely processing of contractor bills
• Reduction in billing discrepancies
• Effective reconciliation of quantities and payments

Commercial

• Budget adherence
• Cost savings / optimization
• Control of variations
• Effective recovery of advances and deductions

Closure

• Timely final bill settlement
• Contract closure within defined timelines
• Resolution of outstanding commercial issues

16. IDEAL CANDIDATE PROFILE
The ideal candidate should have strong hands-on experience in Contracts + Billing + Pre-Contract/Tendering within a reputed real estate developer or construction organization.
Preferred Project Experience

• High-rise residential developments
• Large residential townships
• Commercial projects
• Mixed-use developments
• Premium residential projects
• Large-scale infrastructure associated with real estate projects

Candidates with end-to-end exposure from Tendering Contract Award Billing Variations/Claims Final Account Closure should be strongly preferred.

17. SENIORITY-WISE EXPECTATION
Manager Contracts & Billing
1012 Years

• Hands-on tendering, contracts and contractor billing
• Independent handling of project packages
• Strong billing and commercial control

AGM Contracts & Billing
1215 Years

• Lead multiple packages/projects
• Manage negotiations and major contracts
• Lead billing, variations, claims and commercial reviews
• Manage a contracts/commercial team

DGM Contracts & Billing
15+ Years

• Strategic leadership of Contracts & Commercial function
• Develop contract/tendering strategy across projects
• Lead major negotiations and commercial decisions
• Drive cost optimization, risk management and governance
• Mentor and manage the contracts/billing team
• Present commercial performance to senior management

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