Procurement Officer – HVAC & MEP Materials

ABOUT THE ROLE We are seeking a driven and detail-oriented Procurement Officer to manage end-to-end purchasing activities for HVAC (Heating, Ventilation & Air Conditioning) and MEP (Mechanical, Electrical & Plumbing) materials. This role is critical to ensuring timely material availability for US-based construction and infrastructure projects. The ideal candidate will be a strong communicator, skilled negotiator, and proactive relationship manager who thrives in a fast-paced, deadline-driven environment. Working directly with US-based project teams, the Procurement Officer will be responsible for sourcing competitive vendors, obtaining timely quotations, negotiating pricing, and ensuring seamless coordination from purchase request to delivery confirmation. KEY RESPONSIBILITIES Vendor Management & Sourcing

• Identify, evaluate, and onboard new vendors for HVAC and MEP materials to build a robust and competitive supplier base.
• Maintain an up-to-date vendor database with contact information, product categories, lead times, and performance ratings.
• Assess vendor capabilities, reliability, and compliance to ensure alignment with project quality and delivery standards.
• Develop and nurture long-term vendor relationships to ensure preferential pricing and priority service.

Quotation & Pricing

• Coordinate with multiple vendors simultaneously to solicit competitive quotations for HVAC and MEP materials.
• Ensure all quotes are received within project timelines through proactive and persistent follow-up.
• Prepare detailed comparative statements (rate comparisons) to enable informed procurement decisions.
• Negotiate pricing, payment terms, and delivery schedules with vendors to achieve the best value for money.
• Track market pricing trends for key materials to benchmark vendor quotes effectively.

Purchase Coordination & Order Management

• Process purchase orders accurately and in a timely manner following internal approval workflows.
• Coordinate with internal project, engineering, and finance teams to confirm material specifications, budgets, and delivery requirements.
• Track and monitor all open purchase orders from issuance to delivery, ensuring no slippages.
• Verify purchase orders, invoices, and delivery challan against agreed terms before forwarding for payment approval.
• Handle discrepancies, shortages, and quality issues with vendors swiftly and professionally.

Follow-Up & Communication

• Maintain tight and structured follow-up schedules to ensure vendors deliver quotes, order confirmations, and materials on time.
• Communicate effectively with US-based project managers, procurement leads, and vendors through email, calls, and virtual meetings during CST hours.
• Provide regular procurement status updates to internal stakeholders, flagging risks and delays proactively.
• Draft professional procurement emails, vendor communications, and internal reports in fluent English.

Reporting & Documentation

• Maintain procurement trackers, MIS reports, and spend analysis dashboards using MS Excel.
• Update and manage procurement data within Procore or similar project management/procurement software.
• Ensure all procurement records are properly documented and accessible for audit and compliance purposes.
• Prepare periodic reports on vendor performance, cost savings, and procurement cycle times.

Requirements

REQUIRED SKILLS & QUALIFICATIONS Technical & Domain Knowledge

• 4 to 5 years of hands-on experience in procurement, specifically dealing with HVAC and MEP materials.
• Strong understanding of HVAC system components (AHUs, chillers, FCUs, ducting, VRF/VRV systems) and MEP materials (pipes, fittings, conduits, panels, switch gear, plumbing fixtures).
• Demonstrated experience in vendor identification, shortlisting, and qualification processes.
• Proven ability to conduct pricing negotiations and achieve measurable cost savings.
• Familiarity with procurement processes including RFQ, RFP, purchase order management, and GRN.

Software & Tools

• Advanced proficiency in Microsoft Excel — including pivot tables, VLOOKUP/XLOOKUP, comparative sheets, and data trackers.
• Working experience with Procore or similar construction/procurement management platforms (e.g., ProcureDesk, Coupa, or ERP tools such as SAP/Oracle).
• Comfortable with MS Office suite including Word and Outlook for documentation and professional communication.

Communication & Soft Skills

• Excellent written and spoken English communication — capable of drafting professional emails, vendor briefs, and status reports independently.
• Strong interpersonal and relationship management skills to work with international vendors and US-based stakeholders.
• High attention to detail with an ability to manage multiple procurement tasks and deadlines simultaneously.
• Self-driven, proactive, and capable of working with minimal supervision in a remote-team setup.
• Strong follow-up discipline and organizational skills to track open actions across multiple vendors and projects.

EDUCATIONAL QUALIFICATIONS

• Bachelor's degree in Mechanical Engineering, Electrical Engineering, Civil Engineering, Supply Chain Management, or Business Administration.
• Diploma in Procurement / Supply Chain / Materials Management will be considered with equivalent experience.
• Certifications in Supply Chain (e.g., CIPS, CSCP, CPSM) are an added advantage.

GOOD TO HAVE

• Prior experience supporting US-based construction or MEP contracting projects from India.
• Familiarity with the North American vendor/supplier ecosystem for HVAC and MEP materials.
• Exposure to international procurement, USD-based purchasing, and cross-border logistics coordination.
• Ability to read and interpret material specifications, Bills of Quantities (BOQ), or technical drawings.
• Experience working in a night shift environment aligned to US time zones.

Benefits

Note: Candidates must be comfortable working night shifts aligned to US Central Standard Time and must be able to communicate directly and professionally with US-based clients, vendors, and internal stakeholders during US business hours. KEY COMPETENCIES Competency Expected Proficiency Level Vendor Negotiation Advanced – Independently leads negotiations HVAC & MEP Domain Knowledge Intermediate to Advanced MS Excel Advanced – Pivot, VLOOKUP, Trackers Procore / Procurement Software Intermediate – Day-to-day operational use English Communication Advanced – Written & Verbal Time Management & Follow-Up Advanced – Manages multiple deadlines Cross-cultural Collaboration Intermediate – US stakeholder experience preferred Apply To This Job