Job Description

The

Contracts & Procurement Executive

will manage the entire procurement process, from the finalization of subcontracts and procurement of materials and goods to the hiring of necessary services, all within the defined project budgets and in compliance with company procedures. This role is vital in ensuring that all materials, services, and subcontractors are acquired on time, at the best possible prices, and meet the required quality standards for construction projects. The individual will ensure smooth contract management, adherence to procurement processes, and control over costs, contributing to the overall financial health and success of the projects.

Key Responsibilities:

1. Finalization of Subcontracts:

Subcontractor Pre-qualification & Selection

: Identify and evaluate potential subcontractors based on criteria such as quality, reputation, financial stability, and compliance with safety standards. Engage with the legal and project teams to finalize selection.

Negotiation

: Lead the negotiation process with subcontractors to secure favorable terms that ensure cost-effectiveness, timely delivery, and high-quality service.

Preparation of Subcontracts

: Prepare, review, and finalize subcontract agreements, ensuring that all contractual terms and conditions are clearly defined, including scope, deliverables, timelines, quality standards, and payment terms.

Variation Management

: Manage any variation orders or changes to the scope of work, ensuring all amendments are documented and approved by all relevant parties.

Tender & Budgets:

Update the Tender Event Schedule periodically and ensure appointment of subcontractors to meet the overall project schedules. Also update Cost report to show the Committed Costs versus the budgets.

2. Procurement of Materials & Goods:

Procurement Planning

: Develop and execute procurement plans based on the project timeline, ensuring timely availability of materials, equipment, and supplies for construction work.

Vendor Sourcing

: Identify and evaluate suppliers and vendors for construction materials, tools, and equipment. Ensure that suppliers meet the project's technical and safety standards while providing competitive pricing.

Procurement Process Management

: Oversee the entire procurement process, from issuing requests for quotations (RFQs) to negotiating contracts, creating purchase orders, and tracking deliveries to ensure timely arrival of goods.

Budget Control

: Manage procurement activities within the allocated project budget. Regularly track expenditures and identify cost-saving opportunities while maintaining the required quality and timeline.

Material Quality Assurance

: Ensure that all procured materials and goods meet the required specifications, quality standards, and are sourced from reliable and compliant vendors.

Inventory Management

: Track and monitor material inventory for ongoing projects to prevent stock-outs or overstocking, ensuring smooth project continuity.

3. Hiring Services (Subcontracted Services):

Service Identification

: Identify, source, and engage subcontractors and service providers for various construction-related services (e.g., transportation, labor, equipment rental, waste disposal).

Contract Negotiation for Services

: Negotiate terms and conditions for hiring services, ensuring alignment with project timelines and budget constraints.

Vendor Management

: Build and maintain relationships with service providers, ensuring that the services delivered are of the highest quality and are completed on schedule.

Service Performance Monitoring

: Monitor the performance of subcontracted services, ensuring compliance with contracts and the required project specifications. Address performance issues promptly and work toward resolution.

Documentation

: Ensure proper documentation of all contracts and agreements related to hired services, including scope, pricing, terms, and delivery conditions.

4. Budget Management & Cost Control:

Procurement Budgeting

: Work with the respective project manager/ / Operations Head to prepare and control procurement budgets, ensuring that all materials, goods, and services are procured within the allocated project budget.

Cost Reporting

: Track procurement expenses and provide regular reports on cost performance against the budget. Report any deviations and recommend corrective actions as needed.

Cost Optimization

: Identify opportunities for cost savings in procurement and subcontractor negotiations without compromising on quality or project timelines.

5. Contract and Process Compliance:

Procurement Procedures

: Ensure all procurement and contracting activities follow the company's internal policies, industry regulations, and legal requirements. Maintain up-to-date knowledge of procurement regulations and trends.

Legal Compliance

: Ensure that all procurement contracts comply with applicable local, national, and international laws, including safety, environmental, and labor laws.

Audit and Documentation

: Maintain accurate records of procurement contracts, orders, invoices, and other documents required for auditing and compliance purposes.

6. Coordination with Internal Stakeholders:

Collaboration with Project Teams

: Work closely with project managers, engineers, and other internal stakeholders to understand the project requirements, ensuring that procurement activities align with the construction project's needs.

Communication

: Communicate procurement plans, contract terms, and schedules with relevant stakeholders, ensuring transparency and alignment throughout the project lifecycle.

7. Supplier and Subcontractor Relationship Management:

Building Long-Term Relationships

: Foster strong, long-term relationships with key suppliers, subcontractors, and service providers to ensure reliable and efficient delivery of goods and services.

Supplier/Contractor Performance Reviews

: Conduct performance evaluations for suppliers and subcontractors, ensuring they meet the project's quality, safety, and timeline standards.

8. Risk Management & Issue Resolution:

Risk Assessment

: Identify and assess risks associated with procurement activities and subcontractor agreements. Develop mitigation strategies to reduce procurement-related risks, such as delays or cost overruns.

Dispute Resolution

: Address and resolve any procurement-related disputes with vendors, subcontractors, or service providers, ensuring minimal impact on the construction project timeline and quality.

Skills & Qualifications:

Essential:

Education

: Bachelor's degree in Civil Engineering, Construction Management, Supply Chain Management, or a related field.

Experience

: 4-8 years of experience in procurement, contract management, or supply chain management within the construction industry.

Knowledge

: Strong understanding of construction materials, equipment, subcontracting services, and their sourcing. Familiarity with construction contract types and procurement procedures. Knowledge of legal compliance requirements for contracts and procurement in the construction industry.

Technical Skills

: Proficiency in procurement management software, project management tools and MS Office Suite (Excel, Word, etc.). Strong negotiation and communication skills. Should have past experience of working with ERP applications. Should be familiar with prevailing material prices. Should have Contractor's / Supplier's data base and update the same based on experience on our projects or feedback from the Industry.

Analytical Skills

: Ability to assess, analyze, and make informed decisions based on procurement data, supplier performance, and project requirements.

Attention to Detail

: Strong focus on ensuring that all contracts, purchase orders, and procurement documentation are accurate, timely, and in compliance with company policies.

Preferred:

Industry-Specific Knowledge

: Prior experience in managing procurement for large-scale construction projects or projects with complex subcontractor needs.

Contract Law Knowledge

: Understanding of basic contract law principles, including the ability to identify and mitigate risks.

Working Conditions:

Work Environment

: Primarily office-based with occasional site visits to monitor the progress of procurement, evaluate supplier performance, and coordinate with subcontractors.

Working Hours

: Full-time role with flexibility to meet project deadlines. Extended hours may be required during critical procurement phases.

Travel

: Occasional travel to suppliers, subcontractors, and project sites as required.
Job Types: Full-time, Permanent

Pay: ?400,000.00 - ?700,000.00 per year

Benefits:

Provident Fund
Schedule:

Day shift
Supplemental Pay:

Performance bonus
Ability to commute/relocate:

Andheri, Mumbai, Maharashtra: Reliably commute or planning to relocate before starting work (Preferred)
Education:

Bachelor's (Preferred)
Experience:

Contracts: 4 years (Preferred)
Willingness to travel:

50% (Preferred)
Work Location: In person