Contracts Manager (Inside IR35)

Role - Contracts Manager (Inside IR35)

Location - Scotland (Remote based with some travel)

• The Contract Manager provides comprehensive commercial, contractual, procurement, financial, and document control support to project delivery teams on large-scale infrastructure projects.
• Reporting to the Senior Contract Manager, the role acts as a central coordination point between project, commercial, finance, procurement, SHEQ, and client interfaces to ensure contractual compliance, cost control, timely cash flow, and robust document management throughout the project lifecycle.
• Reports to: Senior Contract Manager
• Works closely with: Project Managers, Quantity Surveyors, Finance, Procurement, Logistics, SHEQ, Engineering and Client Representatives
• Review installation design Bills of Quantities and prepare sourcing trackers for all items to be procured, including cables, accessories, hire equipment and services.
• Manage the end-to-end purchase-to-pay process, including raising purchase requisitions, B2B requisitions, call-off orders and monitoring approval workflows.
• Seek quotations for goods and services as requested by project teams, negotiating where possible to achieve best value and cost savings.
• Actively monitor purchase order coverage and highlight potential exceedances to the Contract Manager and Project Manager.
• Control and minimise the use of emergency purchase orders.
• Support logistics activities, including coordination of deliveries with suppliers and factories where required.

Invoice, Payment & Cash Flow Management

• Manage invoice approvals through the goods receipting process, ensuring project team sign-off and accurate recording in GR trackers.
• Act as the central point of contact for invoice queries, coordinating responses and resolutions with internal stakeholders.
• Ensure timely submission of payment applications to clients and raise project invoices in line with contractual requirements to support consistent cash flow.

Commercial & Contract Management

• Maintain and update change management registers, including variations, compensation events and related commercial records.
• Drafting and issue of commercial documentation such as applications for payment, variations, early warning notifications, compensation events, cost reports and notices.
• Notify project delivery teams of incoming and outgoing contractual and commercial correspondence.
• Attend coordination meetings with clients and internal teams to discuss progress, issues and contractual matters where required.

Financial Reporting & Audit Management

• Review cost centre reports to ensure expenditure is allocated correctly, liaising with Finance to correct misallocations where required.
• Collate and analyse cost data for monthly financial reviews and forecasts, ensuring costs are accurately categorised.
• Update forecasts, monitoring project budgets and preparing final cost versus tender analyses at project close-out.
• Complete project questionnaires and provide supporting documentation for interim and year-end audits, including contracts, variations, authorisations and cost reports.

Document Control & Project Administration

• Manage project documentation in line with company and client requirements.
• Issue and control document numbers through the Master Document Register (MDR), ensuring revision status and document metadata are kept up to date.
• Control the creation, review, distribution and transmission of documents throughout the document lifecycle.
• Upload, manage and archive documents within SharePoint or other document management systems.
• Track document submissions, client review comments, responses and resubmissions against contractual timescales.

Project Coordination & Quality Support

• Raise and track non-conformance reports as required.
• Coordinate Factory Acceptance Tests (FATs), including scheduling, client invitations and attendance where required.
• Manage technical queries and ensure actions are closed out in a timely manner.
• Support preparation of monthly dashboards and contribute to management reporting.
• Provide general administrative and coordination support across the project as required.

SHEQ Responsibilities

• Maintain compliance with Health & Safety at Work Act 1974, Environmental Protection Act 1990 and all applicable company and client SHEQ procedures.
• Update and submit SHEQ KPI data as required.
• Support and participate in SHEQ initiatives and improvement activities.
• Report near misses, incidents and improvement opportunities.
• Ensure appropriate use and maintenance of PPE.

Essential

• Experience in a contract coordination or commercial support role within construction, infrastructure or engineering projects.
• Understanding of purchase-to-pay processes, invoice management and cost control.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Proficient in Microsoft Office applications.
• Strong interpersonal, communication and stakeholder management skills.
• Proactive, self-motivated and detail-oriented approach.

Desirable

• Experience working under FIDIC and/or NEC forms of contract.
• Experience with SAP.
• Experience with document control systems and audit support.
• Exposure to large-scale or multi-disciplinary projects