Commercial Document Control Manager

About Jasara Program Management Company

Jasara Program Management Company (Jasara PMC) is a joint venture formed by the Public Investment Fund (PIF), Jacobs, and Saudi Aramco. The company provides program management services across the Kingdom of Saudi Arabia, contributing to the delivery of giga-projects and large-scale infrastructure developments in support of Saudi Vision 2030.

Commercial Document Control Manager Role Overview

Jasara PMC is seeking a Commercial Document Control Manager to join its team in Riyadh, Saudi Arabia. This full-time role involves establishing, maintaining, and managing a robust commercial document control and tracking system for the Commercial team. The manager 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

• Maintain a comprehensive register of all active, completed, and closed contracts, consultancy agreements, and service orders.
• Track contract commencement, expiry, and completion dates, along with 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.
• Maintain a structured electronic filing and document control system for all commercial and contractual records, ensuring correct naming, numbering, version control, and approval.
• Manage records for 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• Ensure superseded documents are clearly identified and retained according to applicable retention requirements.
• Maintain and regularly update various commercial registers, including 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.
• Monitor the expiry of insurances, performance securities, guarantees, and other time-sensitive contractual submissions.
• Track key notice periods, response deadlines, and contractual deliverables, providing advance alerts and escalating overdue items.
• Maintain a controlled register of incoming and outgoing contractual correspondence, tracking responses and highlighting overdue actions.
• 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 for management reporting and Power BI dashboards, identifying control gaps and recommending improvements.

Qualifications and Experience

• A minimum of 5 to 10 years of relevant experience in document control, preferably within a commercial or contracts environment.
• Demonstrated ability to establish and manage effective document control and tracking systems.
• Strong understanding of contract lifecycles and commercial documentation requirements.

Work Environment

This is a full-time position based in Riyadh, Riyadh, Saudi Arabia, within a dynamic program management company focused on large-scale infrastructure projects.