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)

About BuiltX SDC

BuiltX Sustainable Design & Construction (BuiltX SDC), founded by a Stanford graduate, is India’s first construction company that partners exclusively with non-profit organizations. We design and deliver healthcare, education, and cultural infrastructure projects rooted in empathy, technical excellence, and sustainability. With a strong focus on Bihar, Jharkhand, and underserved regions of India, BuiltX SDC is redefining how socially conscious infrastructure creates lasting community impact.

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 the 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