Department: Billing & Contracts

Reports To: Management / Director - Contracts & Commercial

Location: Head Office / Project Sites Coordination

Experience: 20+ Years

Industry: Construction / Real Estate / Infrastructure

1. Job Purpose:

The Head Billing & Contracts will have overall responsibility for the functioning and performance of the Billing & Contracts Department.

The position will oversee Client and Subcontractor Work Orders, billing, contract administration, amendments and variations, tender-to-closure coordination, commercial compliance, team management, MIS, and final account closure.

The role will establish and monitor the MakerCheckerApprover framework to ensure proper segregation of duties, documentation, approvals, accountability, and commercial controls across the organisation.

2. Key Responsibilities:

A. Department Management:

- Take overall ownership of the Billing & Contracts Department.
- Define departmental processes, SOPs, workflows, formats, and control mechanisms.
- Allocate projects and responsibilities to Contract Managers / Contract Executives and billing team members.
- Set departmental KRAs, targets, and timelines.
- Monitor team performance, workload, productivity, and deliverables.
- Train, guide, and develop departmental team members.
- Ensure effective coordination between Head Office, project sites, Finance, Planning, Purchase, and Management.

B. Client & Subcontractor Work Orders:

- Oversee preparation, review, finalisation, and administration of Client Work Orders.
- Oversee preparation and administration of Subcontractor Work Orders.
- Ensure work orders accurately reflect approved scope, BOQ, rates, payment terms, retention, advances, recoveries, material responsibility, and other commercial conditions.
- Ensure proper alignment between client contractual obligations and subcontractor contractual arrangements.
- Review major work order negotiations, deviations, amendments, and commercial risks.
- Ensure all approved work orders are properly recorded in the ERP.

C. Tender-to-Contract Coordination:

- Oversee handover of approved tenders to the Contracts & Billing Department.
- Review tender scope, commercial terms, negotiated conditions, exclusions, and contractual risks.
- Ensure all relevant tender commitments are incorporated into Client and Subcontractor Work Orders.
- Coordinate with Estimation, Project, Planning, Purchase, and Management teams for contract finalisation.

D. Billing Management:

- Take overall responsibility for timely and accurate Client RA Bills and Final Bills.
- Establish and monitor billing schedules and project-wise billing targets.
- Review billing status, certification, outstanding bills, retention, advances, recoveries, deductions, and debit notes.




- Monitor billing discrepancies and certification delays.
- Oversee subcontractor billing coordination and reconciliation.
- Ensure billing is carried out as per approved contractual terms and certified measurements.

E. Contract Amendments & Variations:

- Establish and monitor the process for identifying and processing contract amendments and variations.
- Review client variations, additional works, quantity changes, rate revisions, and supplementary work orders.
- Review subcontractor amendments and commercial revisions.
- Maintain department-level amendment and variation tracking.
- Ensure proper supporting documents and approvals are available.
- Monitor commercial impact and escalate major contractual exposures to Management.

F. Contract Administration & Compliance:

- Ensure compliance with approved client and subcontractor contractual terms.
- Monitor retention, advances, PBG, recoveries, payment terms, contractual obligations, and other commercial conditions.
- Ensure proper maintenance of contracts, correspondence, approvals, and supporting documents.
- Identify contractual and commercial risks and ensure timely escalation.
- Coordinate with Finance, Project, Planning, Purchase, and Management on commercial matters.

G. MakerCheckerApprover Controls:

- Establish and monitor the department's MakerCheckerApprover framework.
- Ensure segregation of preparation, checking, recommendation, and approval responsibilities.
- Monitor compliance with the approved Delegation of Authority.
- Ensure appropriate approval workflows for work orders, amendments, billing adjustments, recoveries, and other commercial transactions.
- Ensure proper ERP audit trails and supporting documentation.
- Identify and escalate control deviations and unauthorised changes.

H. Client & Subcontractor Coordination:

- Oversee commercial coordination with key client representatives, including QS, Billing, Contracts, and Commercial teams.
- Oversee commercial coordination with major subcontractors.
- Participate in major commercial meetings and negotiations.
- Review significant contractual correspondence before submission.
- Guide Contract Managers in resolving contractual and commercial matters.
- Escalate critical or high-value issues to Management.

I. MIS & Management Reporting:

- Establish and maintain department-level Billing & Contracts MIS.
- Monitor project-wise:





- Work Order Value

- Amended Work Order Value

- Executed Value

- Billed Value

- Certified Value

- Outstanding Billing

- Retention

- Advances

- Recoveries

- Pending Amendments

- Final Account Status
- Prepare periodic management reports and dashboards.
- Highlight major commercial risks, pending approvals, and unresolved issues.

J. Final Account & Contract Closure:

- Oversee Client and Subcontractor Final Bill processes.
- Ensure final measurement, quantity reconciliation, amendments, recoveries, deductions, retention, and claims are completed.
- Monitor client final account settlement and subcontractor final account closure.
- Ensure complete documentation before contract closure.
- Monitor release of retention and other recoverable amounts.

3. Team Manaagment: The position will directly manage and supervise:

- Contract Managers / Contract Executives
- Billing Executives / Billing Engineers
- Quantity Surveying / Commercial personnel
- Other Billing & Contracts support staff

Key responsibilities include:

- Work allocation
- Performance monitoring
- Training and development
- KRA and KPI management
- Review of deliverables
- Process discipline
- Manpower planning
- Performance escalation and corrective action

4. Authority & Accountability: The Head Billing & Contracts will be accountable for:

- Overall department performance.
- Client and subcontractor contract administration.
- Client and subcontractor work order processes.
- Billing performance and accuracy.
- Contract amendments and variation management.
- Contract compliance.
- Commercial documentation and MIS.
- MakerChecker–Approver compliance.
- Team performance and productivity.
- Final account and contract closure.

All financial commitments, major work order approvals, rate revisions, contract amendments, settlements, and other matters requiring Management approval shall be processed as per the approved Delegation of Authority. 5. Qualification & Experience:

- Bachelor's degree in Civil Engineering, Quantity Surveying, Construction Management, or relevant discipline.
- Additional qualification in Contracts / Commercial Management / Quantity Surveying will be an advantage.

Experience:

- 10 to 15+ years of relevant experience in construction contracts, billing, and commercial management.
- Experience in large-scale residential, commercial, high-rise, or infrastructure projects.
- Strong experience in both Client Contracts and Subcontractor Contracts.
- Experience in work orders, billing, contract amendments, variations, commercial reconciliation, and final account closure.
- Experience managing a team and multiple projects.
- Working experience with ERP and commercial MIS.

📌 Head Billing & Contracts (Mumbai)
🏢 Talentco
📍 Mumbai