Buyer Contracts & Services

Department: Procurement / Purchase

Job Area: Contracts | AMC | ARC | Service Contracts | Administrative Contracts & Services

Job Purpose To manage the procurement of service-related contracts and administrative services, ensuring timely sourcing, commercial competitiveness, quality, compliance, and continuity of services. The role will be responsible for the complete purchasing cycle from requirement understanding and vendor sourcing through negotiation, contract finalization, PO/WO issuance, and performance monitoring.

Key Responsibilities

1. Contract & Service Procurement

- Manage procurement of various service contracts including AMC, ARC, facility services, maintenance contracts, manpower services, housekeeping, security, transportation, Admin materials & services and other administrative services.
- Understand business requirements and convert them into explicit RFQs, scope of work, specifications, and commercial requirements.
- Identify and evaluate suitable vendors/service providers based on capability, experience, quality, commercial competitiveness, and compliance.
- Obtain and analyze quotations, commercial bids, and proposals from suppliers.
- Prepare commercial comparison statements and support vendor selection based on cost, quality, service capability, and contractual terms.

2. AMC / ARC Management

- Handle procurement and renewal of Annual Maintenance Contracts (AMC) and Annual Rate Contracts (ARC).
- Track contract expiry dates and initiate renewal activities well in advance to ensure uninterrupted services.
- Benchmark existing rates and negotiate renewal terms with service providers.
- Review service scope, SLA,



response time, preventive maintenance requirements, exclusions, and other commercial conditions before renewal.
- Maintain a contract database with validity, value, renewal dates, vendors, and key terms.

3. Commercial Negotiation

- Negotiate with vendors to achieve cost savings, competitive pricing, favorable payment terms, warranty, SLA, penalties, and other commercial benefits.
- Conduct rate benchmarking and market analysis for recurring services.
- Identify opportunities for cost reduction, consolidation, standardization, and long-term agreements.
- Ensure commercially viable and transparent procurement decisions.

4. Contract Administration

- Prepare and process Purchase Orders (PO), Work Orders (WO), Service Orders, and contracts in line with company procedures.
- Ensure all commercial and contractual terms are clearly documented.
- Coordinate with Legal, Finance, Administration, Operations, and other stakeholders for contract review and approval.
- Ensure vendor documentation, statutory compliance, insurance, licenses, and other required documents are available and valid.
- Maintain proper procurement records and documentation for audit purposes.

6. Vendor Management

- Develop and maintain a reliable vendor base for services and contracts.




- Conduct vendor evaluation, negotiation, onboarding, and performance reviews.
- Monitor vendor performance against agreed SLA/KPI requirements.
- Address commercial and service-related issues in coordination with internal stakeholders.
- Support corrective actions and vendor improvement initiatives where required.

8. Internal Coordination & Compliance

- Coordinate with internal departments to understand requirements, service performance, and upcoming contract needs.
- Ensure procurement activities comply with company policies, approval matrices, and audit requirements.
- Support internal and external audits by providing required procurement and contract documentation.
- Maintain confidentiality and integrity in all procurement activities.

Required Skills Procurement and sourcing |Commercial negotiation| Contract management| Vendor management | Cost analysis and rate benchmarking | RFQ / quotation management| PO / WO processing | MS Excel and basic data analysis | Strong communication and coordination skills| Good understanding of commercial terms and contractual conditions | Analytical and problem-solving ability| Strong follow-up and stakeholder management| Quick Response

Preferred Competencies

- Commercially driven and cost-conscious approach
- Strong negotiation and influencing skills
- Ability to manage multiple contracts and priorities
- Proactive contract renewal and follow-up
- Ability to work with cross-functional teams
- Ethical and transparent procurement approach
- Good understanding of service-level agreements and vendor performance management

📌 Buyer - Contracts and Services (Bharuch)
🏢 Deepak Phenolics
📍 Bharuch