Manager- Contracts & Procurement (Fit-out Projects)

Role & responsibilities

1. Vendor Management

• Manage existing vendors/contractors and onboard new ones across Civil, MEP, and Finishing (interiors) packages for fit-out projects.
• Conduct due diligence for new vendors, contractors, and service providers across all fit-out trades.
• Evaluate vendor competence and suitability for specific Civil, MEP, and Finishing scopes.
• Maintain and update a comprehensive vendor database covering Civil, MEP, and Finishing products and services.

2. Contract Management

• Market research, cost benchmarking to create BOQs & prepare estimates based on BOQs of Civil, MEP, Finishing, AV, IT, whitegoods etc scopes.
• Evaluate technical discrepancies and ensure comprehensive coverage to avoid non-tender items.
• Preparing Tenders/RFPs/RFQs for interior fit-out packages as per company standards.
• Develop contract strategies for major fit-out packages, present to stakeholders, and finalize with documented MoMs.

3. Interior Fit-Out Procurement & Contracts

• Manage sourcing and procurement across Civil, MEP, and Finishing (interior) items.
• Follow up with vendors for technical clarifications.
• Carry out rate analysis.
• Conduct vendor negotiations to secure best pricing and terms.

4. Contract Administration

• Prepare and administer contracts and purchase orders with finalized vendors across Civil, MEP, and Finishing trades.
• Upload orders into the database and circulate to stakeholders.
• Organize kick-off meetings for vendor onboarding.
• Monitor contractual obligations including BGs, insurances, compliances, and claims.
• Coordinate with vendors and Finance/Legal teams to finalize BGs.
• Follow up on advance payments and ensure submission of performance and retention BGs.

5. Billing & Documentation

• Prepare and verify RA bills and co-ordinate payments for Civil, MEP, and Finishing works.
• Ensure bills are supported with measurement sheets, joint records, and completion certificates.
• Coordinate with contractors for timely bill submission.
• Ensure billing logs are maintained and tracked for payment status.
• Accurate measurements and preparation of BOQs and quantity take-offs.
• Verifies contractor measurements against scope and specifications.

6. Compliance & Quality Checks

• Ensure billing complies with contract terms, statutory requirements, and company policies.
• Verify that billed work aligns with approved drawings and specifications.
• Assist in audits and provide necessary billing records and justifications.

7. ERP & Reporting

• Enter billing data into ERP systems or project management software.
• Generate periodic reports on billing progress, cash flow, and cost-to-complete forecasts.

8. Contract Closure

• Verify completion of all contractual deliverables as per scope and timelines.
• Coordinate final billing and payment reconciliation with Finance team.

Preferred candidate profile

• Bachelors degree in Civil, Electrical, or Mechanical Engineering, or Architecture; a PG in Construction/Project Management is an added advantage.
• 8-10 years of experience in Interior Fit-Out Contracts & Procurement, with hands-on exposure across Civil, MEP, and Finishing packages, within the Design & Build sector, Managed Office Providers with PAN India exposure.
• Proven experience in interior fit-out project management and contract administration across multiple trades.
• Strong understanding of the design & build business model and turnkey project execution.
• Prior experience working with, or alongside, a Managed Service Provider (MSP) procurement team is preferred.
• Demonstrated ability to work at pace in an agile, dynamic, and timeline-driven fit-out environment.
• Strong knowledge of Civil, MEP, and Finishing systems, construction processes, and relevant regulations.
• Excellent communication, negotiation, and problem-solving skills.
• Proficiency in relevant software and tools such as AutoCAD, Revit, ERP/procurement systems, etc.