Planning, Purchase Order& Tendering Executive

Job Title

Planning, Purchase Order & Tendering Executive

Department

Material / Procurement

Location

Jaipur, Rajasthan

Job Type

Full-time, Permanent

Work Mode

Work from Office

Job Summary

We are looking for a detail-oriented and proactive Planning, Purchase Order & Tendering Executive to support our HVAC/MEP procurement and tendering activities. The candidate will be responsible for material planning, purchase order management, vendor coordination, tender preparation, bidding documentation, quotation analysis, and ensuring timely material delivery in line with project schedules and approved budgets.

The ideal candidate should have experience in HVAC/MEP procurement, purchase order processing, and a working knowledge of tendering and bidding procedures.

Key Responsibilities

Material Planning & Procurement

Coordinate with Project Managers and Engineers to prepare Material Requirement Plans (MRP).

Align procurement schedules with project execution timelines.

Maintain and update material planning trackers and procurement schedules.

Ensure the timely availability of HVAC/MEP materials and equipment.

Purchase Order Management

Prepare, review, and issue Purchase Orders (POs) as per company policies.

Verify material specifications, quantities, rates, delivery schedules, and commercial terms.

Follow up with suppliers for order acknowledgments and timely deliveries.

Maintain accurate PO records in ERP or procurement software.

Coordinate with vendors to resolve order discrepancies and delivery issues.

Tendering & Bidding

Assist in the preparation and submission of tenders and bids for HVAC/MEP projects.

Review tender documents, BOQs (Bill of Quantities), technical specifications, and commercial requirements.

Prepare and analyze RFQs (Request for Quotations) and vendor quotations.

Prepare comparative statements (CS) for material rates and supplier quotations.

Coordinate with vendors and internal teams to obtain competitive pricing and technical details.

Assist in preparing tender cost estimates, rate analysis, and basic cost summaries.

Ensure tender documents, quotations, and supporting records are complete and submitted within deadlines.

Track tender invitations, submission dates, bid status, and follow-up activities.

Coordinate with technical, estimation, and commercial teams for tender clarifications and bid preparation.

Maintain records of submitted tenders, quotations, and bidding outcomes.

Vendor Coordination

Communicate with suppliers for quotations, order confirmations, and delivery updates.

Coordinate for material submittals, technical compliance, and approvals.

Evaluate vendor quotations based on price, quality, delivery timelines, and commercial terms.

Monitor supplier performance regarding delivery, quality, and service.

Cost Control & Documentation

Ensure purchase orders are within approved project budgets and authorized rates.

Support the procurement team in negotiating better prices and commercial terms.

Coordinate with the Accounts Department for invoice verification and payment processing.

Maintain procurement trackers, tender files, PO records, and management reports.

Ensure compliance with company procurement policies and documentation requirements.

Required Skills & Competencies

Knowledge of HVAC/MEP materials such as ducting, FCUs, AHUs, piping, insulation, pumps, valves, and related equipment.

Working knowledge of tendering, bidding, BOQ, RFQ, quotation comparison, and tender documentation.

Understanding of technical and commercial bid requirements.

Proficiency in MS Excel and MS Word; knowledge of ERP/procurement software is preferred.

Strong analytical, documentation, coordination, and negotiation skills.

Good communication and vendor follow-up skills.

Ability to manage multiple tasks and meet strict project and tender submission deadlines.

High attention to detail and accuracy in procurement and tender documentation.

Qualifications & Experience

Diploma or Bachelor's Degree in Mechanical Engineering, Business Administration, or Supply Chain Management.

2–5 years of experience in procurement, purchase order management, or tendering in HVAC/MEP contracting.

Experience in HVAC/MEP tender preparation and bidding activities will be preferred.

Candidates with experience in BOQ analysis, vendor quotation comparison, and cost estimation will have an added advantage.

Key Performance Indicators (KPIs)

Accuracy and timely issuance of Purchase Orders.

On-time delivery of materials as per project schedules.

Timely and accurate tender/bid submission.

Compliance with procurement and tendering procedures.

Reduction in procurement errors and material delivery delays.

Effective vendor coordination and competitive quotation analysis.

Benefits

Health Insurance

Provident Fund (PF)

Interested candidates with HVAC/MEP procurement and tendering experience are encouraged to apply.

Job Types

Full-time, Permanent

Pay

₹25,000.00 - ₹40,000.00 per month

Benefits

Health insurance

Provident Fund

Work Location

In person