Supervisor – Contracts, Billing & Collections
Role Overview The Supervisor – Contracts, Billing & Collections reports to the Finance Manager and is responsible for managing the commercial lifecycle of projects from contract award through final collection. The role ensures timely client approvals, milestone certifications, billing, collection of receivables, and resolution of commercial disputes. It also acts as the company's commercial representative until project management ownership is established, and continues supporting project teams in contractual and commercial matters.
Key Responsibilities Contract Handover & Project Initiation Receive project handover from Sales immediately after contract award. Review customer contracts, purchase orders, framework agreements, and commercial terms. Prepare project commercial summaries and risk assessments. Identify critical billing milestones and contractual obligations. Ensure all contractual requirements necessary for invoicing are communicated to Project Managers. Contract Administration Act as Contract Representative for newly awarded projects until a Project Manager is assigned. Coordinate internal project kick-off meetings. Ensure contractual deliverables are properly tracked. Monitor customer obligations affecting project execution. Maintain complete contract documentation. Billing Management Maintain project billing schedules. Track billing milestone achievements. Ensure all required documentation is available before invoicing. Follow up with Project Managers and clients regarding PMS acceptance, completion certificates, delivery acknowledgements, and sign-offs. Coordinate with Finance for timely invoice issuance. Maintain billing trackers for active projects. Monitor unbilled revenue and billing backlog. PMS Acceptance & Client Approvals Lead efforts to obtain PMS acceptance and milestone certifications. Coordinate directly with customer representatives. Arrange meetings to resolve approval delays. Escalate pending approvals internally and externally. Maintain acceptance status reports for management review. Collection Management Monitor customer aging reports. Develop collection plans for overdue accounts. Conduct regular collection follow-ups with customers. Arrange collection meetings with clients. Resolve documentation issues delaying payments. Coordinate with Project Managers and Finance to remove collection barriers. Commercial Dispute Resolution Act as the commercial focal point for disputed invoices. Investigate reasons for payment delays. Coordinate with clients and internal stakeholders. Resolve disputes related to:Scope Variations Deliverables Acceptance certificates Payment terms Contract interpretation Claims & Variations Management Identify change orders and variation opportunities. Ensure variations are documented and approved. Coordinate submission of commercial claims. Maintain the variation order register. Track claim status and recovery. Contract Compliance Monitor compliance with contractual obligations. Review customer correspondence for commercial implications. Protect the company's contractual rights. Identify potential commercial risks at an early stage. Legal & Commercial Coordination Liaise with external legal counsel when required. Prepare documentation for legal claims. Support management in dispute resolution. Participate in contract negotiations and contract amendments. Reporting Prepare and maintain:Billing Status Report Collection Status Report Aging Analysis Overdue Receivables Report Unbilled Revenue Report PMS Acceptance Tracker Contract Risk Register Variation Order Register Commercial Claims Register Qualifications Bachelor's degree in Business Administration, Finance, Law, Engineering, or Contract Management. MBA, PMP, or FIDIC professional qualification is preferred. Experience4–6 years of experience in Contract Management, Commercial Management, Billing & Collections, or Project Administration. Competencies Commercial Contract Interpretation Claims Management Commercial Negotiation Variation Management Financial Billing Processes Collection Management Receivables Management Cash Flow Awareness Behavioral Strong Negotiation Skills Conflict Resolution Client Relationship Management Escalation Management Persuasive Communication System Knowledge Essential ERP systems (especially Microsoft Dynamics) Microsoft Windows environment Desirable MS Word MS Excel MS Power Point MS Outlook Language Requirements Essential Fluent in English and Arabic (written and spoken)