Senior Manager - Procurement & Contract

Job Description

Senior Manager – Procurement & Contracts

Function: Procurement & Contracts
Location: Mumbai
Reports to: Lead – Procurement
Experience: Approximately 10 years

Role Purpose

To execute end-to-end procurement and contract management activities for industrial and warehousing development projects, ensuring timely processing of procurement requirements, competitive commercial terms, cost optimisation and adherence to established procurement policies and approval processes. The role will work closely with Projects, Design teams to ensure timely placement of work orders, effective vendor coordination and efficient contract administration, contributing to project delivery within approved budgets and timelines.

Role Expectations

The incumbent is expected to be a hands-on procurement professional who independently drives assigned procurement packages from requirement initiation through work order placement and contract administration. The role must deliver measurable value through cost savings, faster procurement turnaround, timely work order issuance and effective commercial control, while operating within the procurement framework established by the Lead – Procurement.

Qualifications & Experience

• Bachelor’s degree in Engineering, preferably Civil, Mechanical or Electrical.
• Approximately 10 years of relevant experience in procurement and contracts, preferably in construction, real estate development, industrial warehousing, infrastructure or EPC organisations.Hands-on experience in tendering, commercial evaluation, rate analysis, negotiations, work order processing and contract administration.Working knowledge of construction BOQs, contractor pricing, commercial terms, variations and claims.
• Experience coordinating with project execution teams and managing multiple procurement packages simultaneously.
• Proficiency in MS Excel and procurement/MIS systems.

Key Responsibilities

1. Procurement Execution & Tender Management

• Execute end-to-end procurement activities for civil, MEP, infrastructure and other construction-related packages.
• Coordinate with project teams to understand requirements, specifications, BOQs and procurement schedules.
• Initiate procurement activities upon receipt of approved Service Indents and ensure timely completion of the tendering and work order process.
• Prepare and issue RFQs/RFPs, obtain quotations, coordinate technical evaluations and prepare comparative statements.
• Follow up with internal stakeholders and vendors to resolve queries, obtain clarifications and minimise procurement delays.
• Ensure timely issuance of work orders in line with project schedules and the Delegation of Authority.

2. Commercial Evaluation & Cost Optimisation

• Analyse vendor quotations, BOQs, rate analysis and commercial proposals to identify cost-saving opportunities.
• Conduct commercial negotiations with contractors and suppliers to achieve competitive rates and favourable contractual terms.
• Benchmark rates against historical costs, market rates and comparable projects.
• Identify opportunities for cost savings through value engineering, alternate sourcing, rate rationalisation and vendor negotiations, in consultation with relevant stakeholders.
• Track negotiated savings against approved estimates and document the basis of savings for management reporting.
• Ensure procurement decisions balance cost, quality, technical compliance and delivery timelines.

3. Contract & Work Order Administration

• Prepare and process work orders, purchase orders, contract documents and amendments using approved formats and procedures.
• Coordinate with Legal and relevant stakeholders for contractual reviews and deviations, wherever required.
• Ensure clarity of scope, deliverables, milestones, payment terms, completion timelines, warranties and other commercial conditions.
• Track variations, change orders, extensions and additional claims, ensuring appropriate justification and approvals before processing.
• Maintain accurate records of contracts, negotiations, approvals and supporting documentation.
• Coordinate with project teams and Finance for contract closure, reconciliation and final account settlement.

4. Procurement Turnaround Time (TAT)

• Monitor procurement requests from receipt of Service Indent through tendering, evaluation, approvals and work order issuance.
• Ensure Service Indents are received sufficiently in advance of the planned work commencement date to enable timely procurement.
• Follow up proactively with stakeholders on pending technical inputs, commercial decisions and approvals.
• Identify bottlenecks in the procurement cycle and take corrective action to improve turnaround time.
• Maintain a procurement tracker highlighting package status, planned versus actual work order dates, pending actions and reasons for delays.
• Escalate critical delays and unresolved dependencies to the Lead – Procurement.

5. Vendor Management & Coordination

• Identify and evaluate suitable contractors and suppliers for project requirements.
• Support vendor empanelment and maintain an updated database of approved and prospective vendors.
• Coordinate with vendors on bid submissions, negotiations, documentation and work order acceptance.
• Monitor vendor commitments on pricing, mobilisation, delivery and contractual obligations in coordination with project teams.
• Develop effective vendor relationships while maintaining fair competition, transparency and procurement governance.

6. Stakeholder Management & Process Compliance

• Work closely with Projects, Design, Engineering, Finance and Legal to ensure procurement activities progress as per project requirements.
• Ensure compliance with procurement policies, approval matrices, budgets and internal controls.
• Verify completeness of procurement documentation before submission for approvals.
• Ensure that deviations from approved budgets, specifications or commercial terms are appropriately justified and approved.
• Support process improvements to simplify procurement workflows, reduce repetitive follow-ups and improve execution efficiency.

7. MIS & Reporting

• Maintain accurate and updated procurement trackers for all assigned packages.
• Prepare periodic reports on procurement status, work orders issued, cost savings, TAT, pending approvals and critical delays.
• Track budget estimates against negotiated and awarded values.
• Provide timely updates to the Lead – Procurement on procurement progress, cost variances and issues requiring intervention.
• Maintain an auditable record of procurement decisions and commercial evaluations.