Contracts Manager (Interior Fit out)

Job Title

Manager Contracts

Industry

Commercial Interior Fit-Out

Department

QS - Contracts

Location

Mumbai

Reporting To

VP QS

Job Summary

The Manager Contracts, Subcontracts & Vendor Management is responsible for managing the complete subcontracting and vendor commercial lifecycle across multiple commercial interior fit-out projects. The role involves subcontractor and vendor identification, prequalification, tendering, bid evaluation, commercial negotiations, contract and work order finalization, vendor performance management, and resolution of contractual and commercial issues.

The incumbent plays a critical role in ensuring competitive procurement, strong subcontractor and vendor relationships, contractual compliance, cost optimization, risk mitigation, and timely availability of resources to support project execution and profitability.

Key Responsibilities

Contracts & Subcontracts Management

• Lead and manage the complete subcontracting process for multiple commercial interior fit-out projects.
• Prepare, review, and finalize subcontract agreements, work orders, purchase orders, and other commercial documents.
• Ensure that the scope of work, BOQ, specifications, rates, terms, conditions, and deliverables are clearly defined.
• Coordinate with the QS, project, procurement, and finance teams for contract finalization and execution.
• Monitor contractual obligations and ensure compliance by subcontractors and vendors.
• Maintain proper documentation and records of all contracts, amendments, and commercial agreements.

Tendering & Bid Management

• Manage the subcontractor and vendor tendering process from enquiry to final award.
• Prepare and issue RFQs, tender documents, BOQs, and scope of work packages.
• Conduct technical and commercial bid comparisons in coordination with relevant internal stakeholders.
• Evaluate subcontractor and vendor quotations based on cost, capability, quality, experience, and delivery timelines.
• Identify opportunities for cost optimization and commercial value engineering.
• Ensure transparency, competitiveness, and compliance throughout the bid evaluation process.

Commercial Negotiation & Rate Finalization

• Lead commercial negotiations with subcontractors and vendors to achieve competitive rates and favorable contractual terms.
• Conduct rate analysis and rate benchmarking for various interior fit-out works, materials, and services.
• Review historical project rates, market trends, and vendor quotations to support commercial decision-making.
• Negotiate payment terms, retention, warranty, delivery schedules, and other commercial conditions.
• Ensure all negotiated rates and terms are aligned with approved project budgets and profitability targets.

Vendor & Subcontractor Management

• Develop and maintain a strong network of qualified subcontractors and vendors for commercial interior fit-out projects.
• Conduct vendor and subcontractor prequalification and capability assessments.
• Monitor subcontractor and vendor performance with respect to quality, cost, timelines, and contractual compliance.
• Develop strategies for vendor relationship management and long-term partnerships.
• Identify alternate vendors and subcontractors to reduce dependency and mitigate supply and execution risks.
• Maintain and regularly update the approved vendor and subcontractor database.

Project Coordination & Commercial Support

• Coordinate with project teams to understand project requirements, execution schedules, and procurement needs.
• Support project teams in resolving subcontractor and vendor-related commercial issues.
• Ensure timely finalization of subcontractors and vendors to avoid delays in project execution.
• Coordinate with QS teams for quantity verification, BOQ reconciliation, variation evaluation, and final account settlements.
• Support project teams in managing changes in scope and additional work requirements.

Contract Administration & Compliance

• Ensure all contracts, work orders, and commercial agreements comply with company policies and approved procedures.
• Monitor contractual milestones, deliverables, payment terms, and other obligations.
• Manage amendments, change orders, variations, and revisions to subcontract agreements.
• Identify potential contractual risks and recommend appropriate mitigation measures.
• Support the resolution of commercial disputes and contractual claims with subcontractors and vendors.
• Ensure proper closure and final settlement of subcontract and vendor accounts.

Cost Control & Commercial Risk Management

• Monitor subcontract and vendor commitments against approved project budgets.
• Identify cost escalation risks and opportunities for cost savings.
• Support commercial teams in maintaining project profitability and targeted margins.
• Review cost implications of design changes, scope variations, and project modifications.
• Implement commercial controls to minimize cost overruns and contractual exposure.
• Support periodic cost reviews and commercial performance assessments.

Team Management

• Lead, mentor, and develop Contracts Engineers, Subcontracts Engineers, and Coordinators.
• Establish performance objectives and monitor team performance.
• Ensure effective allocation of responsibilities across projects and work packages.
• Promote best practices in contract management, commercial negotiation, and vendor management.
• Support capability development and knowledge sharing within the team.

Reporting & Governance

• Prepare and present reports on subcontract commitments, vendor performance, cost savings, and commercial risks.
• Maintain trackers for tenders, contracts, work orders, vendor performance, and subcontractor status.
• Provide regular updates to senior management on key commercial and contractual matters.
• Support internal audits and ensure availability of required commercial documentation.
• Ensure adherence to company policies, approval processes, and governance standards.

Business Support

• Support tender reviews and project cost planning during the pre-construction and project acquisition stages.
• Provide market intelligence and rate inputs for budgeting and commercial planning.
• Participate in strategic sourcing and development of key vendor and subcontractor partnerships.
• Support senior leadership in commercial decision-making and procurement strategies.
• Contribute to continuous improvement of subcontracting, contracting, and vendor management processes.

Qualifications & Experience

Education

• Bachelor's Degree in Civil Engineering is mandatory.
• Postgraduate qualification in Construction Management, Contracts Management, Quantity Surveying, Supply Chain Management, or MBA will be preferred.

Experience

• 10–20 years of experience in Contracts, Subcontracts, Procurement, Commercial Management, and Vendor Management.
• Mandatory experience in Commercial Interior Fit-Out Projects.
• Strong experience in managing subcontractors and vendors across multiple projects simultaneously.
• Proven expertise in tendering, bid evaluation, commercial negotiation, rate analysis, and contract finalization.
• Strong knowledge of civil works, finishing works, MEP coordination, and interior fit-out packages.
• Prior experience in leading and managing contracts, procurement, or commercial teams.
• Experience in handling high-value subcontract packages and vendor agreements will be preferred.

Knowledge, Skills & Competencies

Technical Skills

• Strong knowledge of contracts, subcontracts, and vendor management practices.
• Expertise in tendering, RFQs, bid evaluation, techno-commercial comparisons, and negotiations.
• Strong command of rate analysis, rate benchmarking, cost analysis, and market intelligence.
• Experience in preparing and reviewing subcontract agreements, work orders, and commercial terms.
• Strong understanding of commercial interior fit-out construction methodologies and work packages.
• Knowledge of contractual risk management, variation management, claims, and dispute resolution.
• Advanced proficiency in MS Excel and commercial MIS systems.
• Ability to analyze commercial data and identify opportunities for cost optimization and profitability improvement.

Behavioral Competencies

• Strategic Thinking
• Leadership & People Management
• Commercial Acumen
• Negotiation & Influencing Skills
• Vendor Relationship Management
• Financial & Commercial Analysis
• Decision Making
• Problem Solving
• Stakeholder Management
• Communication & Presentation Skills
• Result Orientation

Working Relationships

Internal Stakeholders

• VP – QS / Commercial
• Head – Procurement / Contracts
• Project Directors & Project Managers
• Quantity Surveying Team
• Procurement Team
• Finance & Accounts
• Design & MEP Teams
• Senior Leadership Team

External Stakeholders

• Subcontractors
• Vendors & Suppliers
• Manufacturers
• Consultants
• Project Management Consultants (PMC)
• Clients, where required

Travel Requirements

Frequent travel to project sites, vendor locations, subcontractor offices, and regional locations as required.