AM/Manager – MEP Contracts & Procurement

Job Roles & Responsibilities:

1. Vendor Management

Manage existing vendors/contractors and onboard new ones for MEP packages.

Conduct due diligence for new vendors, contractors, and service providers.

Evaluate vendor competence and suitability for specific MEP scopes.

Maintain and update a comprehensive vendor database for MEP products and services.

Coordinate with Site/PMC teams to collect vendor documentation and feedback.

Organize site visits with project and quality teams to assess vendor performance and standards.

Conduct regular performance feedback reviews of onboarded vendors/contractors as per SOP.

2. Contract Management

Coordinate with Cost Consultant to prepare estimates based on BOQs.

Evaluate technical discrepancies and ensure comprehensive coverage to avoid nontender items.

Guide and oversee QS Consultant in preparing Tenders/RFPs/RFQs for MEP packages as per company standards.

Develop contract strategies for major packages, present to stakeholders, and finalize with documented MoMs.

3. MEP Procurement & Contracts

Manage sourcing and procurement of MEP items.

Follow up with vendors for technical clarifications.

Coordinate with Cost Consultant/QS agency for rate analysis.

Review general and special terms and conditions of contracts.

Organize pre-bid meetings and circulate MoMs.

Liaise with internal technical teams for inputs and revisions against pre-bid and bidder queries during the Tendering process.

Collect vendor quotations and prepare technical and commercial comparisons.

Align quotes on a common platform for fair evaluation.

Evaluate vendor proposals for compliance with requirements.

Compare bids and assist in final vendor selection.

Conduct vendor negotiations to secure best pricing and terms.

Prepare final tender recommendation notes and present to Pricing Committee.

Organize the final meetings with shortlisted vendors and senior management.

Review final cost proposals and contract terms thoroughly.

4. Contract Administration

Prepare and administer contracts and purchase orders with finalized vendors.

Upload orders into the database and circulate to stakeholders.

Organize kick-off meetings for vendor onboarding.

Monitor contractual obligations including BGs, insurances, compliances, and claims.

Coordinate with vendors and Finance/Legal teams to finalize BGs.

Follow up on advance payments and ensure submission of performance and retention BGs.

Verify RA/Final Bills using standard checklists.

Coordinate with ERP Consultant and Finance team for payment processing.

Ensure timely closure of variations and non-tender items with contractors in consultation with QS Consultant and issue amendment orders.

Prepare IOMs for budget approvals due to cost/quantity variations.

Conduct regular site visits to ensure contract compliance and timely resolution of variation claims.

Drive closure of packages by coordinating with stakeholders and vendors.

5. Billing & Documentation

Prepare and verify RA bills and final bills for MEP works.

Ensure bills are supported with measurement sheets, joint records, and completion certificates.

Coordinate with Cost Consultant/QS and contractors for timely bill submission.

Ensure billing logs are maintained and tracked by QS Consultant for payment status.

Coordinate with QS team for accurate measurements and preparation of BOQs and quantity take-offs.

Ensure QS Consultant verifies contractor measurements against scope and specifications.

Monitor MEP budgets and report deviations.

Guide QS Consultant in cost estimation and rate analysis for variations.

Coordinate with finance/accounts team for invoice processing.

6. Compliance & Quality Checks

Ensure billing complies with contract terms, statutory requirements, and company policies.

Verify that billed work aligns with approved drawings and specifications.

Assist in audits and provide necessary billing records and justifications.

7. ERP & Reporting

Enter billing data into ERP systems or project management software.

Generate periodic reports on billing progress, cash flow, and cost-to-complete forecasts.

8. Contract Closure

Verify completion of all contractual deliverables as per scope and timelines.

Coordinate final billing and payment reconciliation with Cost Consultant and Finance team.

Review and collect all closure documentation including certificates, warranties, and statutory clearances.

Facilitate release of retention money and performance BGs.

Conduct post-contract vendor evaluation and document lessons learned.

Educational Qualification, Experience and Skills:

Bachelors degree in electrical or mechanical engineering.

7 to 12 years of experience in MEP Contracts & Procurement within the Commercial Real Estate sector, with PAN India exposure.

Proven experience in MEP project management and contract administration.

Strong knowledge of MEP systems, construction processes, and relevant regulations.

Excellent communication, negotiation, and problem-solving skills.

Proficiency in relevant software and tools such as AutoCAD, Revit, etc.