Role Summary
The Assistant Manager – Procurement (Sourcing & Material Tracking) is responsible for supporting all sourcing, purchasing, and material tracking functions for interior fit-out projects. This role entails vendor scouting, negotiations, preparing purchase orders, material tracking from ordering to site delivery, inventory support, and ensuring all procurement aligns with project timelines and budget expectations.
Key Responsibilities
Sourcing & Vendor Management
- Source and evaluate suppliers and vendors for interior fit-out materials and services.
- Obtain, analyze, and negotiate quotations for best value regarding pricing, quality, terms, and delivery timelines.
- Maintain and regularly update the approved vendor database.
- Support vendor prequalification and onboarding processes.
- Build and foster effective relationships with suppliers and resolve order/delivery issues as they arise
Procurement Operations
- Prepare and issue purchase orders (POs) and work orders in compliance with company policies and project requirements.
- Assist in contract negotiation and ensure all procurement documentation is accurate and complete.
- Track PO status from issuance through vendor confirmation, manufacturing, dispatch, and receipt at the site or warehouse.
- Liaise with project managers, site teams, finance, and warehouse for real-time updates on procurement schedules and requirements.
Material Tracking & Inventory Support
- Monitor the movement of materials from vendor dispatch to site delivery; proactively address shipment delays and discrepancies.
- Update and reconcile procurement trackers and inventory logs across projects.
- Ensure all material receipts are accurately matched with purchase orders and delivery challans.
- Support the warehouse/stock team in maintaining optimal inventory; apply FIFO (First-In, First-Out) for stock issue and usage.
- Escalate potential risks of material shortages or excess to the senior procurement manager for prompt resolution
Process & Compliance
- Adhere to procurement and material management SOPs, ensuring all sourcing, documentation, and transactions are audit-ready.
- Assist in vendor bill certification by validating quantities and delivery against POs and material receipts.
- Identify opportunities for process improvement in sourcing and material tracking.
Reporting & Analysis
- Prepare regular reports on procurement status, material deliveries, vendor performance, and savings achieved for senior management review.
- Support budget vs. actual cost tracking through accurate and timely data entry and reports.
Required Qualifications
- Bachelor’s degree in Supply Chain Management, Business Administration, Engineering, or a related field.
- 8+ years of procurement experience, preferably in interior fit-outs, construction, or related industries.
- Strong knowledge of procurement, sourcing, and inventory systems (ERP experience preferred).
- Proficient in MS Excel, procurement software, and reporting tools.
Key Skills
- Sourcing and negotiation
- Material and supply chain tracking
- Vendor management and relationship building
- PO and contract documentation
- Analytical and reporting abilities
- Strong organizational and problem-solving skills
- Attention to detail and process discipline
Exclusions
- No authority for independent release of payments or approval of contracts.
- Not responsible for on-site execution or design approvals.
This Assistant Manager role is central to efficient, transparent sourcing and end-to-end material tracking, directly supporting procurement targets, project schedules, and cost controls in a demanding fit-out project environment
