Assistant Manager MEP Procurement

Department: Procurement/ Commercial

Location: Vidyavihar West, Mumbai- Head Office

Industry: Industrial Construction/ EPC Contracting

Reports to: Head – Procurement/ Commercial Head

Experience: 5–8 years

Employment Type: Full-time

Position Summary The Assistant Manager – MEP Procurement will manage the procurement and subcontracting activities for mechanical, electrical, plumbing, HVAC, firefighting, ELV, BMS and related MEP packages for industrial construction and EPC projects.

The role will be based at the head office and will coordinate closely with project sites, engineering, estimation, planning, commercial, finance and quality teams to ensure timely, cost-effective and technically compliant procurement. The position will also support tendering, vendor development, commercial negotiations, purchase-order administration and supplier performance monitoring. These responsibilities are consistent with current MEP procurement roles covering RFQs, technical-commercial evaluation, vendor qualification, negotiation and full-cycle procurement execution.

Key Responsibilities

1. MEP Procurement Planning

- Study project BOQs, specifications, drawings, approved makes and procurement schedules.
- Prepare package-wise procurement plans for HVAC, electrical, plumbing, firefighting, ELV, BMS and other MEP requirements.
- Identify long-lead and critical materials at the beginning of each project.
- Coordinate with project and planning teams to align procurement with the master construction schedule.
- Monitor material requirements, delivery dates, site priorities and cash-flow requirements.
- Develop procurement strategies for materials, equipment, subcontracted works and specialist services.

2. Tendering and Enquiry Management

- Prepare and issue RFQs, RFPs, tender enquiries and scope documents to approved vendors and subcontractors.
- Coordinate with estimation and engineering teams to clarify technical and commercial requirements.
- Review tender drawings, BOQs, specifications, technical schedules and scope-of-work documents.
- Obtain quotations from suitable suppliers and MEP subcontractors.
- Organise pre-bid meetings and coordinate responses to vendor queries.
- Ensure that all bidders receive the same approved technical and commercial information.
- Maintain a proper enquiry and quotation-tracking system.

3. Technical and Commercial Evaluation

- Prepare comparative statements for supplier and subcontractor quotations.
- Check quotations against BOQs, specifications, approved makes and project requirements.
- Identify exclusions, deviations, assumptions, taxes, freight, insurance, installation and commissioning costs.
- Coordinate technical evaluation with the MEP engineering and project teams.
- Analyse total landed cost and life-cycle value, not only the basic quoted price.
- Conduct rate benchmarking using previous purchase orders, market information and project budgets.
- Identify value-engineering opportunities without compromising quality, performance or statutory compliance.

4. Vendor and Subcontractor Management

- Identify, prequalify and develop vendors for MEP materials, equipment and specialist works.
- Conduct vendor due diligence covering technical capability, financial strength, manufacturing capacity, quality systems and delivery performance.




- Maintain and update the approved vendor database.
- Evaluate suppliers based on price, quality, lead time, warranty, service capability and past performance.
- Coordinate vendor visits, factory inspections and capability assessments where required.
- Monitor supplier performance and initiate corrective action for delays, quality issues or non-compliance.
- Develop alternate sources for critical and long-lead MEP items.

5. Negotiation and Order Finalisation

- Negotiate prices, payment terms, delivery schedules, taxes, freight, warranties and other commercial conditions.
- Finalise commercial terms with suppliers, subcontractors and service providers.
- Prepare recommendation notes, negotiation summaries and management-approval documents.
- Issue purchase orders, work orders, letters of intent and subcontract agreements as per company procedures.
- Ensure that all orders clearly define scope, specifications, quantities, rates, delivery terms, inspection requirements, warranty and payment milestones.
- Coordinate with the legal and commercial teams for contractual review and risk mitigation.

6. Order and Delivery Monitoring

- Track purchase orders and subcontract packages from placement through delivery and closure.
- Monitor manufacturing, inspection, dispatch and delivery status.
- Coordinate with vendors, logistics teams, stores and project sites for timely material receipt.
- Escalate delays and prepare recovery plans for critical materials.
- Maintain procurement trackers, expediting reports and material-delivery dashboards.
- Coordinate inspection and testing requirements with quality-control teams.
- Ensure that materials are delivered with appropriate test certificates, warranties, operation manuals and compliance documents.

7. Coordination with Projects and Internal Functions

- Coordinate with MEP engineering for technical submittals, material approvals and vendor compliance.
- Work with project teams to resolve shortages, substitutions, delivery constraints and site emergencies.
- Coordinate with estimation and tendering teams for budgetary quotations and future project bids.
- Work with finance on advance payments, bills, retention, credit terms and vendor reconciliation.
- Coordinate with stores and logistics teams for receipt, inspection and inventory status.
- Support commercial teams in variation orders, rate analysis, claims and additional procurement requirements.
- Participate in project review meetings and provide procurement-status updates to management.

8. Cost Control and Reporting

- Monitor procurement against approved budgets and project cost plans.
- Prepare monthly reports covering commitments, savings, pending orders, delivery status and risks.
- Track cost savings, negotiated benefits and budget variances.
- Maintain records of purchase orders, quotations, comparative statements, approvals and vendor evaluations.
- Ensure that procurement documentation is complete and audit-ready.




- Provide management with early warnings relating to price escalation, availability constraints and supply-chain risks.

9. Compliance and Process Improvement

- Follow company procurement policies, approval matrices and delegated-authority procedures.
- Ensure transparency, confidentiality and ethical conduct in vendor dealings.
- Comply with project specifications, statutory requirements, quality standards and contractual obligations.
- Support internal and external audits.
- Standardise procurement formats, checklists, vendor-rating systems and reporting dashboards.
- Improve sourcing methods, reduce procurement cycle time and strengthen vendor relationships.
- Promote safe, sustainable and commercially responsible procurement practices.

MEP Procurement Scope The position may handle procurement for the following packages:

- HVAC equipment, chillers, VRF/VRV systems, AHUs, FCUs, ventilation fans and ducting.
- Electrical panels, transformers, DG systems, cables, busducts, lighting and earthing materials.
- Plumbing pipes, valves, pumps, water tanks, sanitaryware and drainage systems.
- Firefighting pumps, hydrants, sprinklers, fire alarms and fire-rated materials.
- ELV systems, CCTV, access control, public-address systems, structured cabling and security systems.
- BMS, automation, instrumentation and control systems.
- MEP installation subcontractors, testing-and-commissioning agencies and specialist service providers.

Required Qualifications

- Bachelor’s degree or diploma in Electrical
- A postgraduate qualification in supply chain, procurement, contracts or business administration is desirable.
- Certification in procurement, contracts or project management would be advantageous.
- Good working knowledge of MS Excel, ERP/procurement software and document-management systems.

Required Experience and Skills

- 5–8 years of experience in MEP procurement, contracts or commercial functions.
- Experience with industrial buildings, factories, warehouses, data centres, hospitals, infrastructure projects or EPC works.
- Strong understanding of MEP materials, equipment, BOQs, technical specifications and subcontracting.
- Experience in RFQ preparation, quotation analysis, rate negotiation and purchase-order finalisation.
- Ability to understand technical drawings, approved makes and material-submittal requirements.
- Knowledge of lead times, market rates, taxes, logistics and payment terms.
- Strong vendor-development and supplier-performance-management skills.
- Good communication and negotiation skills.
- Ability to coordinate with multiple projects and work under schedule pressure.
- Solid analytical, documentation and follow-up abilities.

Key Performance Indicators

- Procurement completed within the approved project budget.
- Percentage of procurement savings against budget or benchmark.
- Timely placement of purchase orders and work orders.
- On-time delivery of critical and long-lead materials.
- Reduction in emergency purchases and material-related site delays.
- Vendor quality and delivery-performance ratings.
- Procurement-cycle time from approved requisition to order placement.
- Percentage of procurement files completed without documentation gaps.
- Accuracy of procurement forecasts and commitment reports.
- Compliance with company procurement procedures and approval limits.

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