Job Requirement | Sr. Executive, Contracts & Commercial

About Clover Builders:

Clover Builders is a Pune-based real estate development firm delivering premium residential, commercial and mixed-use projects with a strong focus on quality, timely execution and operational excellence. As part of our growth journey and strengthening of in-house commercial controls, we are looking to onboard a dedicated Contracts & Billing professional to support the end-to-end contracting and commercial governance process for execution packages.

Position Overview:

We are seeking a competent and detail-oriented Contracts & Commercials professional who will work under the Purchase Head and act as a key commercial control point between the Execution, Estimation, Purchase and Accounts teams.

This role will be responsible for understanding site requirements, mapping scope, preparing and checking pre-qualification criteria, evaluating contractors, floating RFQs, managing quotations, preparing comparisons, supporting negotiations, obtaining management approval, releasing work orders and ensuring clear communication to site execution teams.

Post-award, the role will verify contractor bills against approved contracts, work orders, BOQs, rates, quantities, recoveries and contractual terms before forwarding the bill to the Accounts team for payment processing. The role is intended to function as a commercial governance and billing verification role, not as routine clerical bill processing support.

Role Snapshot:

Role Title

Sr. Executive, Contracts & Commercials

Department

Purchase / Contracts & Commercial

Reporting To

Purchase Head

Location

Pune

Industry

Residential, Commercial & Mixed-use Real Estate Development

Working Style

6 days working;

Head Office based with regular project site visits

Compensation

Competitive and aligned with the Pune real estate market, based on experience, capability and role fit

Education Requirement:

· B.E. / B.Tech in Civil Engineering is preferred.

· Diploma in Civil Engineering with strong contracts, billing and commercial exposure may also be considered.

· Certification or practical exposure in Quantity Surveying, Contracts Management or Construction Commercials will be an added advantage.

Experience Required:

· Minimum 5+ years of relevant experience in real estate development, construction, EPC or contractor-side commercial roles.

· Hands-on experience in civil and finishing contracts, contractor billing, BOQ validation, rate analysis and work order administration.

· Exposure to residential high-rise, commercial or mixed-use projects is preferred.

· Experience in coordinating with site execution, estimation, purchase and accounts teams is essential.

Scope of Work Covered:

· Civil and finishing work packages such as RCC, waterproofing, blockwork, plaster, gypsum, painting, flooring, marble, tile, stone and internal/external finishing packages.

· Civil labour contracts, miscellaneous civil vendors and project-specific execution contracts.

· The role will primarily focus on civil and finishing packages and is not intended to handle routine MEP procurement at present.

Technical Skills Required

Contracts & Commercial Expertise:

· Contractor prequalification and commercial evaluation

· RFQ preparation, quotation analysis and comparative statement preparation

· BOQ validation, rate analysis and scope mapping

· Work order drafting, contract documentation and amendment tracking

· Understanding of retention, recoveries, penalty clauses, defect liability and billing methodology

Billing & Quantity Understanding:

· Contractor bill checking against approved work order, BOQ, rates and scope

· Verification of extra item claims, abnormal quantity variations and recovery applicability





· Coordination with site teams for measurement confirmation and execution certification

· Ability to identify commercial leakages, non-contractual claims and informal site-level deviations

Tools & Documentation:

· Strong proficiency in MS Excel for comparison statements, billing checks and commercial analysis

· Ability to read drawings, specifications and BOQs

· ERP exposure preferred

· AutoCAD drawing-reading capability preferred

· Strong documentation discipline for audit-ready contract and billing records

Key Success Metrics (KPIs):

· Timely closure of RFQ, comparison, negotiation and work order release process

· Accuracy and completeness of scope, BOQ, commercial terms and work order documentation

· Reduction in commercial leakages, unapproved extra items and informal site-level scope deviations

· Accuracy of contractor bill verification before forwarding to Accounts

· Timely identification of recoveries, penalties, deviations and contractual non-compliances

· Quality of contractor database, vendor evaluation and prequalification process

· Internal stakeholder satisfaction across Execution, Purchase, Estimation and Accounts teams

Key Responsibilities:

1. Requirement Understanding & Scope Mapping

· Understand work requirements from the Site Execution Team and clarify scope, specifications, timelines and expected contractor deliverables.

· Map the requirement with drawings, BOQ, estimation budget, site conditions and project execution priorities.

· Identify scope gaps, exclusions, inclusions, quantity assumptions and potential commercial risks before floating the RFQ.

· Ensure clarity on commonly disputed commercial items such as material shifting, curing, scaffolding, wastage, debris removal, consumables, temporary works, safety compliance and rework liabilities.

2. Contractor Prequalification & Vendor Development

· Prepare and validate prequalification criteria based on technical capability, manpower strength, machinery availability, financial capacity, past performance and project references.

· Evaluate contractors based on approved prequalification parameters before including them in the RFQ process.

· Develop and maintain a contractor database for civil and finishing work packages.

· Support market mapping to reduce overdependence on a limited vendor base and build alternate vendor options.

3. RFQ, Quotation & Comparison Process

· Prepare and float RFQs with clear scope, BOQ, commercial terms, timelines, quality requirements and submission requirements.

· Receive, organize and review contractor quotations for completeness and comparability.

· Prepare comparison statements covering rates, scope coverage, exclusions, deviations, taxes, payment terms and key contractual conditions.

· Coordinate with Execution, Estimation and Purchase teams to technically and commercially evaluate quotations.

4. Negotiation, Approval & Work Order Release

· Support commercial negotiations with contractors in coordination with the Purchase Head and relevant internal stakeholders.

· Prepare final recommendation notes for Director / Management approval with explicit comparison, commercial impact and negotiation summary.

· Obtain required approvals before award of work.

· Draft and release work orders / agreements with approved scope, quantities, rates, timelines, billing methodology, recoveries, penalties, retention, safety obligations, defect liability and termination terms.





· Communicate the approved work order and key contractual obligations to the Site Execution Team to avoid post-award ambiguity.

5. Contract Documentation & Governance

· Maintain proper documentation of RFQs, quotations, comparisons, approvals, work orders, amendments, addendums and variation orders.

· Ensure contract documents clearly define scope, quantities, rates, timelines, milestones, quality expectations, billing methodology, recovery clauses, penalty clauses and compliance requirements.

· Support development of standardized contract templates and category-wise commercial clauses over time.

· Track contractual commitments and ensure site teams and contractors have visibility of agreed commercial terms.

6. Billing Verification & Commercial Controls

· Verify contractor bills against approved work order, BOQ, agreed rates, quantities, certified measurements and contractual terms.

· Check applicability of extra items, rate variations, recoveries, retention, penalties, debit notes and other contractual deductions.

· Coordinate with Site Execution Team for work completion status, measurement confirmation and quality certification.

· Identify commercial deviations such as unapproved extra items, excessive wastage, contractor scope being supported by company resources, non-deployment of committed manpower or missed recovery opportunities.

· Forward verified bills with required supporting documents and remarks to the Accounts Team for payment processing.

7. Site Coordination & Commercial Audits

· Conduct periodic site visits for scope verification, billing validation, contractor manpower checks, progress review and commercial audits.

· Review whether contractual obligations are being followed at site level by both contractor and internal teams.

· Escalate recurring commercial deviations, delay risks, contractor non-performance and recovery opportunities to the Purchase Head / Management.

· Support formal handling of commercial escalations, notices, recovery recommendations and performance documentation.

Cross-functional Collaboration:

The role will work closely with:

· Site Execution Team for requirement clarity, measurement confirmation, work certification and site-level coordination.

· Purchase Head / Procurement Team for vendor selection, negotiations, approvals and work order release.

· Estimation / Quantity Surveying Team for BOQ validation, quantity checks, rate analysis and budget alignment.

· Accounts Team for payment processing after contractual and commercial verification.

· Directors / Management for approval notes, award recommendations and key commercial escalations.

Behavioural Competencies Required:

· High ownership, accountability and follow-through discipline

· Strong commercial judgement and attention to detail

· Ability to challenge contractors and internal stakeholders professionally with facts and documentation

· Strong coordination, communication and negotiation capability

· Practical construction execution understanding with a control-oriented mindset

· Ability to work across office and site environments

· Problem-solving mindset and ability to identify risks before they become disputes or leakages

· Integrity, confidentiality and strong documentation discipline

What This Role Is Not Intended To Be:

· Routine PO processing or ERP data entry support

· Store management or petty procurement coordination

· Clerical billing work without commercial review

· Only follow-up coordination between departments

· A role limited to office-based paperwork without site-level validation

This role is intended to operate as a contracts, billing verification and commercial governance function within the Purchase Department.

Work Location: In person

📌 Sr. Executive, Contracts & Commercial (India)
🏢 Clover Builders
📍 India