CONTRACTS & VENDOR MANAGER

JOB DESCRIPTION – CONTRACTS & VENDOR MANAGER

Position: Contracts & Vendor Manager
Department: Commercial / Procurement
Location: Bangalore
Industry: Interior Fit-Out / Construction
Experience: 5–10 Years
Reporting To: Head – Commercial / Management

Job Summary

We are looking for an experienced and commercially strong Contracts & Vendor Manager to manage the complete lifecycle of contracts, subcontractors, vendors, commercial negotiations, and contractual compliance for interior fit-out projects.

The candidate will be responsible for contract drafting and administration, vendor identification and development, commercial negotiations, subcontractor management, cost optimization, risk management, and ensuring timely delivery of materials and services as per project requirements.

The ideal candidate should have strong experience in interior fit-out, construction, turnkey projects, procurement, commercial management, or subcontract management.

Key Roles & Responsibilities1. Contract Management

• Draft, review, negotiate, and finalize contracts, work orders, purchase orders, and subcontract agreements.
• Review contractual terms, scope of work, BOQ, rates, payment terms, retention, warranties, penalties, and delivery conditions.
• Ensure contracts are aligned with approved budgets, project requirements, and company policies.
• Monitor contractual obligations, milestones, deliverables, and timelines.
• Manage contract amendments, extensions, renewals, variations, and closures.
• Maintain a comprehensive contract register and ensure all contracts are properly documented.
• Identify contractual risks and recommend appropriate mitigation measures.
• Coordinate with management, legal, commercial, and project teams on contractual matters.
• Handle contractual claims, disputes, deductions, penalties, and variations.

2. Vendor & Subcontractor Management

• Identify, evaluate, onboard, and develop reliable vendors and subcontractors.
• Maintain and regularly update the approved vendor database.
• Evaluate vendors based on quality, pricing, technical capability, capacity, delivery, and past performance.
• Negotiate rates, payment terms, credit periods, warranties, delivery schedules, and other commercial conditions.
• Monitor vendor performance against agreed timelines, quality standards, and contractual obligations.
• Conduct periodic vendor performance evaluations.
• Develop long-term relationships with key vendors and subcontractors.
• Resolve vendor-related commercial, quality, delivery, and performance issues.
• Take corrective action against consistently underperforming vendors.

3. Commercial & Negotiation Management

• Obtain and evaluate quotations from vendors and subcontractors.
• Prepare comparative statements and commercial evaluations.
• Negotiate competitive rates and commercial terms.
• Identify opportunities for cost savings and value engineering.
• Review BOQs, scope of work, rate schedules, and technical specifications before finalizing vendors.
• Monitor project-related commercial commitments.
• Ensure additional works and variations are properly documented and approved.
• Coordinate with Finance regarding vendor advances, payments, retention, outstanding balances, and reconciliation.

4. Project & Internal Coordination

• Coordinate closely with Project Managers, Procurement, QS/Commercial, Design, Accounts, and Site Teams.
• Understand project requirements, timelines, specifications, and procurement schedules.
• Ensure timely appointment of vendors and subcontractors.
• Monitor vendor commitments against project schedules.
• Support project teams in resolving vendor-related delays and issues.
• Participate in project review and commercial meetings.
• Ensure contractual and commercial decisions are properly communicated to relevant stakeholders.

5. Procurement Coordination

• Coordinate with procurement teams to ensure timely sourcing of materials and services.
• Review material/service requirements against project schedules.
• Monitor long-lead items and ensure timely procurement.
• Support the procurement team in identifying alternative vendors where required.
• Ensure vendor selection is based on quality, cost, delivery capability, and project requirements.
• Monitor purchase orders and work orders against approved commercial terms.

6. Cost Control

• Monitor project procurement and subcontracting costs.
• Ensure vendor rates are within approved budgets.
• Analyze market rates and identify cost optimization opportunities.
• Track committed costs versus approved project budgets.
• Support project teams in managing variations and additional costs.
• Minimize unnecessary costs, wastage, and commercial leakage.

7. Compliance & Documentation

• Ensure all vendors and subcontractors submit required statutory and company documents.
• Verify PAN, GST, bank details, registration certificates, licenses, insurance, and other applicable documents.
• Ensure required agreements and supporting documents are completed before vendor onboarding.
• Maintain proper records of contracts, quotations, comparative statements, work orders, purchase orders, approvals, and vendor evaluations.
• Ensure compliance with company procurement and contracting procedures.

8. Contract Closure & Vendor Performance

• Ensure timely closure of contracts and work orders after completion.
• Verify completion certificates, final measurements, final bills, retention, warranties, and other closure documents.
• Coordinate final settlement with Finance and project teams.
• Conduct vendor performance reviews after project completion.
• Maintain vendor performance history for future project allocation.

Required Skills & Competencies Contract & Commercial Skills

• Strong knowledge of contract administration and contract lifecycle management.
• Strong contract drafting, review, and negotiation skills.
• Knowledge of subcontract agreements, work orders, purchase orders, and service agreements.
• Strong understanding of commercial terms and contractual risk.
• Ability to identify contractual gaps, risks, and liabilities.
• Experience in handling variations, claims, deductions, and disputes.
• Strong commercial and cost-control skills.

Vendor Management Skills

• Strong vendor and subcontractor relationship management.
• Ability to evaluate vendor capability, capacity, quality, and financial/commercial terms.
• Strong negotiation and rate finalization skills.
• Ability to build and maintain a reliable vendor network.
• Strong follow-up and vendor performance monitoring skills.
• Ability to handle vendor conflicts and resolve commercial issues professionally.

Educational Qualification

• Bachelor's degree in Civil Engineering, Construction Management, Quantity Surveying, Procurement, Supply Chain Management, Business Administration, or a related field.
• MBA/PG Diploma in Contracts, Procurement, Supply Chain, Commercial Management, or Construction Management will be an added advantage.

Experience

• 5–10 years of relevant experience in contracts, commercial management, procurement, vendor management, or subcontract management.
• Experience in interior fit-out, construction, turnkey projects, corporate interiors, retail, hospitality, or commercial projects preferred.
• Candidates with experience managing multiple vendors and subcontractors will be preferred.

Interested Candidate can share your cv here [email protected]
or reach out to : 8792942368

Pay: From ₹70,000.00 per month

Benefits:

• Cell phone reimbursement

Work Location: In person