HVAC Procurement Manager

Job Summary

The HVAC Procurement Manager will be responsible for planning, sourcing, negotiating, purchasing, and timely delivery of HVAC equipment, materials, and services for construction and MEP projects. The role requires strong knowledge of HVAC systems, specifications, approved makes, vendor management, commercial negotiations, project schedules, and procurement processes. The candidate will coordinate closely with Engineering, Projects, Planning, QA/QC, Commercial, Stores, and Accounts teams to ensure materials are procured at the right quality, cost, and time.

Key Responsibilities

1. HVAC Procurement Planning

• Prepare project-wise HVAC procurement plans based on approved BOQ, drawings, specifications, and project schedules.
• Identify long-lead HVAC equipment and initiate procurement well in advance.
• Develop material procurement schedules aligned with project execution requirements.
• Monitor procurement status against project milestones.
• Coordinate with project and planning teams for material priorities.

2. HVAC Equipment & Material Procurement

• Handle procurement of major HVAC equipment and materials including
• Chillers Air Cooled / Water
• Cooled AHUs and FAHUs
• FCUs
• VRF / VRV systems
• Package Units Precision
• Air Conditioning systems
• Cooling Towers Pumps
• Heat Exchangers
• Ventilation Fans
• Exhaust Fans
• Fresh Air Fans
• VAV / CAV systems
• Dampers Ducting and accessories
• GI / MS / SS duct materials
• Insulation materials
• Copper piping
• CHW piping and accessories
• Valves and strainers
• Diffusers and grilles
• Thermostats and controls
• BMS-related HVAC items
• Acoustic and vibration isolation materials
• HVAC electrical/control accessories

3. Vendor Development & Management

• Identify and develop reliable HVAC manufacturers, suppliers, contractors, and service providers.
• Obtain and evaluate quotations from approved and potential vendors. Maintain an updated HVAC vendor database.
• Evaluate vendors based on price, technical capability, quality, delivery, financial strength, and after-sales support.
• Conduct vendor negotiations and finalize commercial terms. Monitor vendor performance and resolve supply-related issues.

4. Technical & Commercial Evaluation

• Review RFQs, BOQs, specifications, drawings, and technical requirements before floating enquiries.
• Prepare comparative statements for technical and commercial evaluation.
• Coordinate with HVAC Design/Engineering teams for technical compliance.
• Ensure quotations comply with approved makes and project specifications.
• Identify deviations and obtain technical/commercial clarifications. Negotiate prices, payment terms, delivery schedules, warranties, penalties, and other commercial conditions.

5. Cost Control & Negotiation

• Achieve competitive procurement rates and project cost savings. Conduct market-rate analysis for HVAC equipment and materials. Negotiate bulk procurement, rate contracts, and annual/project-level agreements.
• Identify alternative vendors and equivalent approved products where permitted.
• Track budgeted cost versus actual procurement cost.
• Develop cost-saving opportunities without compromising project specifications or quality.

6. Purchase Order Management

• Prepare and issue purchase orders/work orders after approvals.
• Ensure PO terms clearly specify:

1. Quantity

2. Technical specifications

3. Approved make

4. Unit rates

5. Taxes

6. Delivery period

7. Payment terms

8. Warranty

9. Testing requirements

10. Inspection requirements

11. Liquidated damages, where applicable

12. Track PO acknowledgements and vendor commitments.

13. Delivery & Expediting

• Closely monitor manufacturing and delivery schedules.
• Coordinate with vendors for timely dispatch.
• Track long-lead items on a weekly basis.
• Arrange factory inspections where required.
• Coordinate logistics and transportation.
• Escalate delays that may affect project execution.
• Ensure materials reach site according to installation requirements.

8. Quality & Compliance

• Ensure procurement is in accordance with approved technical specifications and project requirements.
• Coordinate with QA/QC for material inspection and approval.
• Ensure required test certificates, inspection reports, warranties, manuals, and compliance certificates are obtained.
• Verify that supplied materials conform to approved samples/submittals.

9. Coordination Coordinate closely with:

• HVAC Design / Engineering
• Project Management Planning
• QA/QC Commercial
• Finance & Accounts
• Stores Site Execution
• Team Consultants
• Clients Manufacturers and Vendors