Contract Executive (Interior Fit-Out)

Position Overview

The Contract Executive is responsible for managing vendor contracts, negotiating rates, preparing work orders, maintaining strong vendor relationships, and ensuring timely and quality delivery of materials and services for interior fit-out projects. The role requires coordination with procurement, project teams, accounts, and vendors to ensure smooth project execution.

Key Responsibilities1. Vendor Management & Relationship Building

• Develop and maintain strong relationships with material suppliers, subcontractors, labour vendors, agencies, and service providers.
• Identify new vendors, evaluate capabilities, and onboard them as per company standards.
• Resolve vendor disputes related to rates, timelines, work quality, billing, and payments.
• Track vendor performance (delivery, quality, responsiveness) and maintain a vendor rating system.

2. Contract & Work Order Management

• Prepare Work Orders (WO), Purchase Orders (PO), Rate Contracts, and subcontract agreements.
• Ensure contracts include correct scope of work, commercial terms, timelines, technical specifications, and compliance clauses.
• Modify contracts based on project requirements, change orders, or variations.
• Maintain a contract database with valid documentation and renewal timelines.

3. Costing & Rate Analysis

• Review BOQ, drawings, and scope to prepare rate analysis and negotiate competitive pricing with vendors.
• Compare multiple quotations and prepare comparison sheets (QCS).
• Support project and procurement teams in achieving cost savings.

4. Coordination with Project & Procurement Teams

• Work closely with Project Managers, QS, and Site Engineers to understand material requirements and subcontracting needs.
• Ensure timely issuance of contracts to avoid project delays.
• Coordinate with procurement for material sourcing as per contract terms.

5. Documentation & Compliance

• Maintain all contract documents, vendor agreements, certifications, insurance, NDAs, and statutory compliance documents.
• Ensure vendors comply with GST, labour laws, safety norms, and company policies.
• Assist in vendor audits, quality checks, and compliance reviews.

6. Billing & Payment Support

• Verify vendor bills with approved contracts, site measurement sheets, and deliverables.
• Coordinate with Accounts Payable for vendor payments, advance adjustments, retention, and dispute resolutions.
• Track contract value vs. actual consumption and highlight deviations.

7. Risk & Issue Management

• Identify potential risks in contracts, vendor performance, or pricing.
• Mitigate risks by issuing amendments, clarifying terms, or escalating issues to management.
• Ensure smooth contract closure after project completion.

Skills & Competencies

• Strong vendor negotiation and relationship-building skills.
• Understanding of interior fit-out materials, subcontracting, and execution processes.
• Knowledge of BOQ, drawings, scope definitions, rate analysis.
• Familiarity with Work Order / Purchase Order processes.
• Good communication, coordination, and documentation skills.
• Proficiency in MS Excel, Tally/ERP systems, and basic commercial calculations.
• Ability to multitask under tight deadlines.

Educational Qualification & Experience

• Graduate / Diploma (Civil / Interior) / B.Com / MBA preferred.
• 2–6 years of experience in contracts, procurement, or vendor management in Interior Fit-Out / Construction industry.
• Experience in managing carpentry, civil, electrical, HVAC, and finishing subcontractors is an added advantage.

Key Deliverables

• Competitive vendor rates and strong vendor network.
• Accurate and timely Work Orders / Purchase Orders.
• Smooth vendor coordination and problem resolution.
• Cost savings and contractual compliance.
• Proper documentation and fast billing support.

Interested candidates can reach me at careers@padams.in

Job Types: Full-time, Permanent

Pay: ₹10,326.55 - ₹34,477.08 per month

Work Location: In person