Procurement and Contracts Document Controller

The Procurement and Contracts Document Controller is responsible for managing, organizing, tracking, and maintaining procurement and contract-related documents to ensure accuracy, compliance, accessibility, and proper record retention. The role supports procurement and contracts teams by ensuring all documentation is properly controlled throughout the contract lifecycle.

• Maintain and control procurement and contract documentation in both physical and electronic filing systems.
• Ensure all contracts, purchase orders, amendments, correspondence, and supporting documents are properly recorded and updated.
• Track document status, revisions, approvals, and distribution in accordance with company procedures.
• Coordinate with procurement, legal, finance, quality, and project teams to collect and maintain required documentation.
• Ensure proper version control and confidentiality of sensitive documents.
• Prepare document transmittals, registers, trackers, and reports.
• Monitor contract expiry dates, renewals, insurance certificates, bank guarantees, and other compliance documents.
• Support tendering and sourcing activities by maintaining RFQ/RFP documentation and supplier records.
• Ensure all procurement and contracts documentation complies with company policies and audit requirements.
• Assist in supplier onboarding documentation and vendor master record updates.
• Archive completed contracts and procurement files for future reference and audits.
• Support internal and external audits by providing required procurement and contract records.
• Maintain accurate logs for incoming and outgoing documents.
• Follow up with internal stakeholders and suppliers for pending documents and approvals.

• Strong organizational and document management skills.
• Attention to detail and accuracy.
• Good communication and coordination skills.
• Proficiency in Microsoft Office applications.
• Ability to manage confidential information professionally.
• Knowledge of procurement and contract processes.
• Ability to work under pressure and meet deadlines.

• Document Control
• Procurement Coordination
• Contract Administration Support
• Record Management
• Compliance Monitoring
• Time Management
• Team Coordination
• Problem Solving