Commercial Document Control Manager

Jasara Program Management Company (Jasara PMC) is a leading Joint Venture between Public Investment Fund (PIF), Jacobs, and Saudi Aramco, established to deliver world-class program management services across the Kingdom of Saudi Arabia. Jasara plays a key role in supporting the realization of Saudi Vision 2030, particularly in delivering giga-projects and large-scale infrastructure developments.

We are seeking a Commercial Document Control Manager to join JASARA PMC. The responsibility is to establish, maintain and manage an effective commercial document control and tracking system for the Commercial team. The role will ensure that contracts, commercial correspondence, approvals, contractual obligations and time-sensitive records are accurately controlled, monitored, reported and readily retrievable throughout the contract lifecycle.

Key Responsibilities

Contract Register and Expiry Management

• Maintain a comprehensive register of all active, completed and closed contracts, consultancy agreements and service orders.

• Track contract commencement dates, expiry dates, completion dates, extension periods, key milestones and required actions.

• Establish and manage an early-warning process for upcoming contract expiries, renewals and extensions.

• Issue periodic contract expiry and renewal look-ahead reports to the Commercial team.

• Coordinate the collection and filing of contract close-out documentation.

Commercial Document Control

• Maintain a structured electronic filing and document control system for all commercial and contractual records.

• Ensure documents are correctly named, numbered, version-controlled, approved and filed against the relevant contract or package.

• Maintain complete records of contracts, service orders, variations, change orders, notices to proceed, tender and award documents, approvals, payments, settlements, amendments, addenda, descoping or termination records, final accounts and close-out documents.

• Ensure superseded documents are clearly identified and retained in accordance with the applicable document retention requirements.

Commercial Registers and Trackers

• Maintain and regularly update the Contract Register, Contract Expiry and Renewal Register, Variation and Change Order Register, Contractual Notice Register, Approval Register, NTP and Service Order Register, Insurance Register, Performance Security and Bond Register, Payment and Final Account Status Register, and Contract Close-Out Register.

• Ensure each register has a clear owner, status, due date, supporting reference and audit trail.

• Reconcile registers periodically against the formal contract management and document management systems.

Contractual Compliance Monitoring

• Monitor the expiry of insurances, performance securities, guarantees and other time-sensitive contractual submissions.

• Track key notice periods, response deadlines and contractual deliverables identified by the Commercial team.

• Provide advance alerts to the responsible Commercial Manager and escalate overdue or high-risk items.

• Maintain evidence of correspondence, approvals, submissions and decisions to support governance, audit and dispute requirements.

Commercial Correspondence

• Maintain a controlled register of incoming and outgoing contractual correspondence.

• Ensure formal notices and commercial letters are correctly referenced and filed against the relevant contract.

• Track correspondence requiring a response and highlight overdue actions.

• Support the Commercial team in retrieving historical records for contract administration, audit, claims, disputes and close-out.

Reporting and Dashboard Management

• Prepare a monthly commercial controls dashboard covering contracts approaching expiry, outstanding extensions, expiring insurances and securities, open variations, pending approvals, overdue responses and contracts pending close-out.

• Maintain accurate and consistent data suitable for management reporting and Power BI dashboards.

• Identify recurring control gaps and recommend practical improvements to registers, workflows and document governance.

Requirement

Education

Degree or diploma in Business Administration, Commercial Management, Engineering, Construction Management or a related discipline.

Experience

Relevant document control experience within construction, real estate development, consultancy, procurement, contracts or commercial environments.

Commercial exposure

Previous experience supporting a Commercial, Contracts or Procurement function is strongly preferred.

Contract lifecycle

Working understanding of contract award, service orders, notices, variations, amendments, extensions, securities, insurances, final accounts and close-out.

Systems and reporting

Strong Excel capability, with proven experience maintaining registers, trackers, formulas and management reports. Experience with electronic document or contract management platforms is required; Power BI exposure is advantageous.

Communication

Strong written English and the ability to read, classify and track contractual correspondence accurately.

Delivery style

Highly organized, detail-oriented and proactive, with the ability to manage multiple contracts, deadlines and stakeholders simultaneously.