Experience of Service Contracts & Procurement of Building Services or Existing Assets.

Purpose of the Position :

This position is responsible for :

- Drafting Agreement/WO/PO copies for signing with the vendor

- Estimating and preparing Bill of Quantities (BOQs) and finalizing the budgetary cost & assistance in billing.

- Finalizing all procurements/ R&M work/ Service Agreements for operational Assets of the Company in consultation with Contracts Head as per the annual Capex/Opex plan, selection of vendors, cost estimation and negotiation for all procurement activities of the current operational buildings.

- Mapping the bills received from the site team in context of the contractual parameters.

- Coordinating with FMS team to ensure adherence to Contracting strategy in line with annual budgeted cost and agreed timelines.

- Assisting in comprehensive consolidated documentation and resolution of all site issues related to contracts.

- Doing the required documentation for vendor empanelment, vendor performance evaluation etc

Detailed Responsibilities :

Preparation of Tender Document :

- Prepares tender documents/ RFQ/RFP's for the Contracts department after receiving relevant information/inputs from management and that of different FMS teams regarding their prior work history/experience, etc.

- Prepares a list of preferred bidders/contractors based on experience, Pre-qualification, type of work required, etc. and gets it approved by the management. - Assists higher authority in selecting the most appropriate bidder once tender documents are issued.

- Prepares a comparative statement (capturing both commercial & technical specifications) after receiving the signed off open tender documents from the Tender Committee.

- Identifies technical/commercial deviations (if any) and assists Contract Head in sorting those deviations.

- Prepares a Approval Note including all the changes made post discussion with the Tender Committee and gets it signed by higher authorities.

- Prepares Work Order/Purchase Order/Letter of Intent/Contract Agreement based on the scope of work and gets these approved by the Legal team.

- Receives approval/sign off from contractors and in-house signing authority for all projects.

- Issues a copy of the documents each to in-house teams for record keeping and execution.

Processing Bills & Payments :

- Conducts thorough checking of bills from contractors as per contracts document, commercial and technical terms.

- Prepares Certificate of Payment and gets it approved by the management.

- Sends the Certificates to the Accounts /Finance team for payment processing.

- Resolves any discretion/deviation that arises in any of the departments (Finance/Accounts/Internal Audit).

Record-Keeping :

- Maintains a record of payment released and Cheque issued, thereby keeping a track if all payments are made as per Payment Certificate.

- Maintains record of all Project documents from commencement to final closure of contract and payment.

- Keeps a record of Project Cost (projected Vs. Actual), all deviations, additional items, substitutions and requests On-Site Project team to get it compiled and sends it to Contracts Head for approval/sanction.

Cost-Effective Procurement :

- Identifies the Procurement Needs of the projects at all stages of the project.

- Identifies potential suppliers for materials as well as services keeping in mind the quality and price aspects.

- Works out optimum pricing agreements with the selected suppliers, thus arriving at the best possible price, by demonstrating company's overall value addition to the suppliers.

- Receives all materials as per receipt list in line with procurement requirements of each project.

Contract Administration :

- Monitors commercial aspects of contracts like claims, invoicing, payment processing, cost monitoring.

- Ensures validity of contractor documentation as per statutory requirements throughout contract period.

- Provides inputs for performance evaluation for vendors - fill rates, timely works completion, quality of work, escalations etc.

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