Procurement Manager

Job Title: Procurement Manager

Department: Procurement

Reports To: Project Director / COO

Location: Patna

Employment Type: Full-Time

Experience Required: 5–8 Years (Construction Industry Preferred) 

Job Summary

The Procurement Manager is responsible for overseeing the end-to-end procurement lifecycle for all construction materials, equipment, and services. This role ensures that materials are sourced cost-effectively, on schedule, and to the required quality standards — serving as a critical link between project requirements, vendor relationships, and financial controls.

Key Responsibilities

1.  Demand Planning & Initiation

•     Identify material requirements based on project schedules and engineering inputs

•     Conduct mandatory inventory / store checks before initiating any new procurement

•     Raise formal Purchase Requisitions (PRs) capturing material specs, quantities, and required delivery dates

2.  Vendor Management & Sourcing

•     Maintain and regularly update the Approved Vendor List (AVL)

•     Issue Requests for Quotation (RFQs) to a minimum of 3 qualified vendors per procurement

•     Conduct structured quotation evaluation and comparison across commercial, technical, and delivery parameters

•     Perform vendor pre-qualification for critical materials (site visits, financial checks, past performance)

•     Lead vendor finalization and present recommendations for management approval

3.  Purchase Order (PO) Management

•     Create accurate and complete Purchase Orders aligned with approved quotations and project specs

•     Ensure every PO undergoes both technical and commercial review before issuance

•     Manage PO amendments, vendor communication, and rejection/revision cycles

•     Process advance payments against PO confirmation where contractually applicable

4.  Delivery, Inspection & Receipt

•     Track delivery timelines against PO commitments and conduct proactive vendor follow-up

•     Coordinate with logistics for Material Dispatch with signed Material Delivery Challans (MDC)

•     Oversee site receipt and QC inspection of incoming materials in coordination with site engineers and the QA/QC team

•     Manage return and replacement processes for non-conforming or mismatched materials

•     Ensure timely preparation of Goods Receipt Notes (GRN) upon successful inspection

5.  Finance & Payment Processing

•     Submit complete payment packages to Accounts: vendor invoice + signed GRN + signed MDC

•     Coordinate with the Accounts team for bill verification and invoice reconciliation

•     Oversee release of remaining vendor payments post-delivery and GRN confirmation

•     Maintain accurate records of all POs, invoices, and payment statuses for audit readiness

6.  Documentation & Compliance

•     Maintain a comprehensive procurement register and MIS reports (PO status, pending deliveries, cost summaries)

•     Ensure all procurement activities comply with applicable statutory requirements (GST, TDS, labour laws for subcontractors)

•     Support internal and external audits with complete, transparent documentation

7.  Risk & Supply Chain Management

•     Identify and monitor supply chain risks including price fluctuations, material shortages, and vendor failures

•     Develop and maintain alternate sourcing strategies for critical materials

•     Ensure continuity of supply without compromising project timelines or quality

Qualifications & Experience

•     Bachelor's degree in Civil Engineering, Supply Chain Management, Commerce, or a related field

◦     MBA or postgraduate diploma in Supply Chain / Operations is an advantage

•     5–8 years of procurement experience, preferably in construction, infrastructure, or EPC projects

•     Demonstrated experience managing vendor relationships, contract negotiations, and multi-site procurement

•     Familiarity with Indian construction materials market (steel, cement, aggregates, MEP fittings, etc.)

Skills & Competencies

Technical Skills

•     Strong understanding of construction materials, specifications, and quality standards (IS codes)

•     Proficiency in contract drafting, PO management, and supplier evaluation

•     Knowledge of cost estimation, budgeting, and variance analysis

•     Working knowledge of GST, TDS, and statutory procurement compliance

•     Competent in MS Excel, ERP tools, and procurement MIS reporting

Soft Skills

•     Strong negotiation and influencing skills

•     Excellent cross-functional coordination (Engineering, Accounts, QA/QC, Site teams)

•     Analytical mindset with attention to detail

•     High integrity and transparency in vendor dealings

•     Ability to manage multiple projects and deadlines simultaneously