Job Description – Contracts Administration Engineer / Manager

Position Title: Contracts Administration Engineer / Contracts Administrator / Contracts Manager
Department / Function: Contracts Administration / Commercial
Cadre: Applicable across all cadres
Reports To: Project Manager / Manager – Contracts Administration / Project Commercial Head, as applicable

1. Job Purpose

To manage and administer project contracts with clients, subcontractors, vendors and other stakeholders, ensuring compliance with contractual terms, protection of organisational commercial interests and timely resolution of contractual matters.

The role is responsible for contract review, interpretation, correspondence, variation management, claims, subcontract administration, measurement and billing coordination, client bill certification, contractual risk assessment and monitoring of cost and time implications. The objective is to ensure effective contract governance, safeguard project profitability and minimise contractual and commercial exposure throughout the project lifecycle.

2. Key Accountabilities

A. Contract Review and Administration

- Develop a thorough understanding of all client contracts, subcontract agreements, work orders and other contractual documents applicable to the project.
- Review contract conditions, scope of work, technical specifications, commercial terms, payment conditions, milestones, deliverables and contractual obligations.
- Ensure that project execution and commercial activities are aligned with approved contract terms and conditions.
- Identify critical contractual clauses, obligations, risks, deviations and potential areas of commercial exposure.
- Maintain a comprehensive register of client contracts, subcontract agreements, amendments, work orders and related documents.
- Communicate relevant contractual obligations to project execution, planning, engineering, procurement, finance and other concerned teams.
- Ensure timely compliance with contractual milestones, submissions, notices, approvals and other obligations.
- Coordinate with Head – Commercial / Contracts and legal teams for interpretation of complex contractual provisions and resolution of disputes.

B. Client Contract Administration and Correspondence

- Coordinate contractual correspondence between the organisation, employer, client, consultant, PMC and other project stakeholders.
- Review contractual communications, letters, notices, submissions and responses before issuance, in coordination with the appropriate authority.
- Ensure all contractual communications are issued within prescribed timelines and in accordance with contract requirements.
- Maintain proper records of incoming and outgoing correspondence, instructions, approvals, minutes of meetings and contractual communications.
- Coordinate with Head – Commercial for important client correspondence and contractual matters.
- Monitor client instructions, changes in scope, delays, access constraints and other events having contractual implications.
- Ensure appropriate documentation and communication of events that may affect project cost, time, scope or contractual entitlement.

C. Subcontract Contract Administration

- Administer civil, structural, MEP and other subcontract agreements in accordance with approved terms and organisational procedures.
- Ensure subcontractors are aware of their contractual scope, obligations, deliverables, milestones and commercial conditions.
- Coordinate contractual communications between the organisation and subcontractors.
- Review subcontractor claims, requests for additional payments, extension of time and other contractual submissions.
- Monitor subcontractor compliance with work orders, specifications, schedules, quality, safety and other contractual requirements.
- Ensure timely issuance of contractual instructions, notices, amendments and approved work order revisions.
- Coordinate with package managers, construction teams and commercial teams for resolution of subcontract-related contractual matters.
- Maintain subcontract registers and monitor contractual commitments, expiry dates, amendments and outstanding obligations.

D. Variation and Change Order Management

- Identify, evaluate and administer variations and changes arising under client contracts and subcontract agreements.
- Review changes in scope, additional works, omissions, design revisions, client instructions and site conditions having commercial implications.
- Coordinate preparation and submission of variation proposals, change orders and supporting documentation.
- Assess the cost and time implications of variations in consultation with planning, engineering, execution and commercial teams.
- Ensure variations are properly recorded, supported by relevant documentation and submitted within contractual timelines.
- Monitor approval status of client variations and corresponding subcontract amendments.
- Maintain a variation register covering proposed, submitted, approved, rejected and pending variations.
- Ensure appropriate recovery of additional costs and protection of contractual entitlements.

E. Claims and Extension of Time Management

- Identify contractual events and circumstances that may give rise to claims, additional costs or extension of time (EOT).
- Coordinate collection of supporting records, site instructions, progress reports, correspondence, drawings, schedules and other relevant evidence.
- Review contractual provisions relating to delay, disruption, prolongation, additional costs and other entitlements.
- Coordinate preparation and submission of contractual notices, claims, EOT applications and supporting particulars.
- Monitor claim submission timelines and ensure compliance with contractual notice requirements.
- Coordinate with planning and project execution teams to establish delay events, impact assessments and supporting schedules.
- Review subcontractor claims and assess their contractual validity and commercial implications.
- Maintain a claims register and monitor status, approvals, negotiations and settlements.
- Support management in contractual negotiations and dispute resolution.

F. Measurement, Certification and Subcontractor Billing

- Oversee subcontractor measurements and ensure certification of bills in accordance with approved contractual terms and procedures.
- Review quantities, measurement records, joint measurements, site records and supporting documents submitted by subcontractors.
- Coordinate with package managers, site engineers and commercial teams for verification and certification of subcontractor bills.




- Ensure subcontractor billing is aligned with approved BOQ, work orders, amendments and executed quantities.
- Monitor advances, retention money, recoveries, deductions, variations and other contractual adjustments.
- Identify discrepancies in measurements and billing and coordinate timely resolution.
- Maintain records of certified quantities, billed amounts, outstanding claims and subcontractor payment status.
- Ensure timely processing and submission of certified bills to the concerned commercial and finance teams.

G. Client Billing and Certification

- Coordinate with project execution, planning, quantity surveying and commercial teams for preparation of client invoices and running account bills.
- Provide contractual inputs for client invoicing, including BOQ items, approved variations, additional works, recoveries and other contractual adjustments.
- Coordinate with the employer, client, consultant and PMC for measurement verification and bill certification.
- Monitor submission and certification of client bills within contractual timelines.
- Review deductions, withheld amounts, recoveries and disputed items and coordinate their resolution.
- Track certified amounts, outstanding bills, payment milestones and pending client approvals.
- Ensure proper documentation and reconciliation of client bills with contractual entitlements and approved variations.
- Support timely realisation of project revenue and cash flow.

H. Cost and Time Impact Assessment

- Assess the commercial and contractual implications of client instructions, design changes, delays, variations and other project correspondence.
- Provide timely advice to project management on potential cost and time impacts arising from contractual events.
- Coordinate with planning teams to assess schedule impact, delay events and extension of time requirements.
- Coordinate with estimation, quantity surveying and commercial teams for cost impact assessment and rate analysis.
- Identify potential financial exposure arising from unapproved changes, delayed decisions, scope gaps and contractual deviations.
- Ensure timely communication of risks and recommendations to project management and appropriate commercial authorities.
- Support implementation of mitigation measures to minimise commercial loss and protect project entitlements.

I. Contractual Risk Management and Compliance

- Identify and monitor contractual risks associated with client agreements, subcontract agreements and project execution.
- Review contractual obligations, notice periods, milestone commitments, payment terms, penalties, liquidated damages and other critical provisions.
- Monitor compliance with contractual timelines for submissions, approvals, notices and claims.
- Highlight potential risks relating to delays, non-performance, scope changes, disputes and non-compliance.
- Ensure proper documentation and evidence to protect contractual rights and commercial interests.
- Coordinate with legal, commercial and project teams on contractual disputes, claims and risk mitigation.
- Ensure compliance with organisational policies, delegated authority and approved contract administration procedures.

J. Contract Negotiation and Amendments

- Support negotiations with clients, subcontractors, vendors and service providers on contractual and commercial matters.
- Review proposed contract amendments, supplementary agreements, work order revisions and other contractual changes.
- Coordinate with commercial and legal teams for review of contractual terms, deviations and special conditions.
- Ensure that negotiated terms and approved changes are properly documented and incorporated into relevant agreements.
- Monitor pending approvals, amendments and contractual documentation.
- Ensure no unauthorised contractual commitments or deviations are made outside approved authority.

K. Documentation and Contract Records Management

- Maintain organised records of client contracts, subcontract agreements, work orders, amendments and contractual correspondence.
- Maintain registers for variations, claims, notices, EOT, client billing, subcontractor billing and contractual commitments.
- Ensure availability of supporting documents, approvals, measurement records and other evidence for contractual submissions.
- Track contractual milestones, submission deadlines, approvals and outstanding obligations.
- Ensure proper document control, revision tracking and preservation of contractual records.
- Support audits, management reviews and contractual compliance assessments.

L. Coordination and Stakeholder Management

- Coordinate with project managers, package managers, planning, execution, engineering, quantity surveying, procurement, finance and legal teams on contractual matters.
- Liaise with Head – Commercial and other management representatives for important contractual correspondence and commercial decisions.
- Maintain effective working relationships with clients, employers, consultants, subcontractors and other stakeholders.
- Participate in project review meetings and provide updates on contractual matters, claims, variations and billing status.
- Facilitate timely resolution of contractual issues affecting project progress, cost and cash flow.
- Ensure contractual information and relevant decisions are communicated to concerned project stakeholders.

M. Contract Close-out and Final Account Settlement

- Coordinate contractual closure of client and subcontract agreements upon completion of respective works.
- Ensure reconciliation of executed quantities, certified bills, variations, claims, recoveries and outstanding contractual commitments.
- Coordinate preparation and settlement of final accounts with clients and subcontractors.
- Ensure closure of pending claims, contractual notices, amendments and other commercial matters.
- Coordinate submission of completion documentation, final bills, release of retention and other contractual deliverables.
- Ensure proper archival of contract records and documentation for future reference and audit requirements.
- Capture contractual lessons learnt and recommend improvements in future contract administration practices.

N. MIS,



Reporting and Process Improvement

- Prepare periodic MIS on client contracts, subcontract agreements, variations, claims, EOT, billing, certification and outstanding contractual matters.
- Monitor status of client and subcontractor bills, approvals, claims and pending commercial submissions.
- Review contractual exposure, potential recoveries, pending variations and other financial implications.
- Highlight critical contractual issues and provide timely updates to project management and commercial leadership.
- Ensure accuracy and timeliness of contractual reporting.
- Identify opportunities to improve contract administration processes, documentation, controls and reporting systems.
- Promote standardisation and adoption of suitable digital tools for contract tracking and management.

O. Team Management and Development

- Allocate responsibilities among contracts administration personnel and monitor completion of assigned activities.
- Guide engineers, executives and supervisors in contract interpretation, correspondence, billing and variation management.
- Ensure quality and accuracy of contractual submissions and documentation.
- Identify training requirements in contract management, commercial administration and contractual risk assessment.
- Promote teamwork, accountability, ownership and effective coordination.
- Support development of contractual and commercial capabilities within the project team.

3. Key Performance Indicators (KPIs)

- Timely review and administration of client and subcontract contracts.
- Compliance with contractual obligations, notice periods and submission timelines.
- Timely identification, submission and approval of variations and change orders.
- Timely identification and submission of claims and EOT applications.
- Recovery of approved variations and additional contractual entitlements.
- Accuracy and timely certification of subcontractor measurements and bills.
- Timely submission and certification of client invoices and running account bills.
- Reduction in pending and disputed contractual matters.
- Timely assessment and communication of cost and time implications.
- Effective monitoring and mitigation of contractual risks.
- Timely closure of client and subcontractor final accounts.
- Accuracy and timeliness of contractual MIS and reporting.
- Compliance with organisational contract administration procedures.
- Effective coordination with project, commercial and customer stakeholders.

4. Qualifications

- Full time Engineering Graduate or Diploma in Civil / Mechanical / Electrical Engineering or relevant engineering discipline.
- Additional qualifications in Contract Management, Construction Management, Quantity Surveying, Commercial Management or related areas will be an advantage.
- Knowledge of construction contracts, commercial terms and applicable contractual conditions.

5. Experience

- Relevant experience in Contracts Administration, Contract Management, Commercial or Quantity Surveying functions, preferably in construction, infrastructure, building or EPC projects.
- Exposure to administration of client contracts and subcontract agreements.
- Experience in contractual correspondence, variations, claims, EOT, measurement, billing and certification.
- Understanding of construction execution, project planning, cost implications and commercial processes.
- Exposure to client, consultant, subcontractor and project stakeholder coordination.
- Scope of responsibility, contractual authority, complexity of contracts and level of commercial ownership will be commensurate with the cadre and position.

6. Functional / Technical Competencies

- Construction contract administration and management.
- Contract review, interpretation and understanding of contractual clauses.
- Client and subcontract agreement administration.
- Contractual correspondence, notices and documentation.
- Variation and change order management.
- Claims management and Extension of Time (EOT).
- Cost and time impact assessment.
- Subcontractor measurement, billing and certification.
- Client billing and certification coordination.
- BOQ, quantity measurement and rate analysis.
- Commercial and contractual risk assessment.
- Contract negotiation and amendment management.
- Knowledge of construction methodologies and project execution.
- Understanding of project planning and delay analysis.
- Contractual compliance and statutory awareness.
- Contract registers, MIS and documentation management.
- Working knowledge of MS Office, MS Excel and relevant ERP / contract management systems.
- Basic knowledge of applicable construction laws and contractual dispute resolution processes.

7. Behavioural Competencies

- Teamwork and collaboration.
- Effective communication and interpersonal skills.
- Leadership and team management.
- Analytical thinking and attention to detail.
- Negotiation and influencing ability.
- Problem-solving and decision-making.
- Planning, organising and time management.
- Ownership and accountability.
- Positive thinking and result orientation.
- Stakeholder management.
- Empathy and people management.
- Adaptability and flexibility.
- Professional judgement and integrity.
- Commercial awareness and risk orientation.
- Ability to work under pressure and manage multiple priorities.

8. Role Applicability

This JD is applicable across Contracts Administration Engineer, Contracts Executive, Contracts Administrator, Senior Contracts Engineer, Contracts Coordinator, Contracts Manager and other related positions, irrespective of cadre.

The scope of responsibility, contract value, complexity, commercial authority, team size and level of decision-making will vary based on the assigned position and project requirements.

- Contracts Administration Engineer / Executive: Primarily responsible for contract review support, correspondence, documentation, measurement and billing coordination, variation tracking and routine contractual compliance.
- Senior Contracts Engineer / Contracts Supervisor: Responsible for independent administration of assigned contracts or packages, review of subcontractor bills, variation assessment, contractual correspondence, claims documentation and coordination with project teams.
- Contracts Manager: Responsible for overall administration of client and subcontract contracts, contractual risk management, claims, variations, EOT, commercial negotiations, billing and certification coordination, team management and protection of project commercial interests.

The above role distinctions are indicative; actual responsibilities will be aligned with the assigned position and delegated authority.

📌 RCF Contracts Admin (India)
🏢 Larsen and Toubro
📍 India