Manager - Contracts & Procurement (Fit-out Projects)

Role Objective. To lead end-to-end contracts and procurement for interior fit-out projects across civil, MEP, and finishing packages, ensuring effective vendor management, competitive sourcing, cost optimisation, contractual compliance, and timely package closure. The role will drive the tendering, negotiation, contract administration, billing, and commercial governance processes while collaborating closely with project, design, QS, finance, legal, and other stakeholders to deliver projects within approved budgets, timelines, and quality standards.

Key Responsibilities

• 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. Coordinate with contractors/PMC and Internal stakeholders to collect vendor documentation and feedback. Organize site visits with project and quality teams to assess vendor performance and standards. Conduct regular performance feedback reviews of onboarded vendors/contractors as per SOP. Reach out to OEMs, supplies & players in the market to get into rate contracts for better optimization of cost.
• 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.
• 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. Review general and special terms and conditions of contracts. Organize pre-bid meetings and circulate MoMs. Liaise with internal teams for inputs and revisions against pre-bid and bidder queries during the tendering process. Collect vendor quotations and prepare technical and commercial comparisons. Align quotes on a common platform for fair evaluation. Evaluate vendor proposals for compliance with requirements. Compare bids and finalise vendors. Conduct vendor negotiations to secure best pricing and terms. Prepare final tender recommendation notes and present to the Pricing Committee. Review final cost proposals and contract terms thoroughly.
• 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. Verify RA/Final Bills using standard checklists. Coordinate with ERP Consultant and Finance team for payment processing. Ensure timely closure of variations and non-tender items with contractors in consultation with QS Consultant and issue amendment orders. Prepare IOMs for budget approvals due to cost/quantity variations. Conduct regular site visits to ensure contract compliance and timely resolution of variation claims. Drive closure of packages by coordinating with stakeholders, vendors, and design & build/MSP teams.
• 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. Monitor fit-out budgets across trades and report deviations. Cost estimation and rate analysis for variations. Coordinate with finance/accounts team for invoice processing.
• 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.
• 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.
• Contract Closure. Verify completion of all contractual deliverables as per scope and timelines. Coordinate final billing and payment reconciliation with Finance team. Review and collect all closure documentation including certificates, warranties, and statutory clearances. Facilitate release of retention money and performance BGs. Conduct post-contract vendor evaluation and document lessons learned.

Educational Qualification, Experience and Skills

• Bachelor degree in Civil, Electrical, or Mechanical Engineering, or Architecture; a PG in Construction/Project Management is an added advantage.
• Relevant 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.

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