Procurement & Vendor Coordinator

Role Summary

The Procurement & Vendor Coordinator is responsible for the full-cycle sourcing and vendor coordination for US-based EPC and ECM projects executed from India. This includes managing technical procurement for solar PV systems, HVAC retrofits, CHP units, water/waste management equipment, and associated construction materials.

The ideal candidate will coordinate across engineering, estimating, and project management functions to ensure cost-effective, specification-compliant, and timely material and service procurement, while maintaining alignment with US public sector procurement standards and logistics protocols.

Core Technical Responsibilities

1. Sourcing & Vendor Pre-Qualification

• Identify and onboard qualified vendors and subcontractors across the US and India for specialized scopes such as solar modules/inverters, HVAC systems, pumps, electrical panels, SCADA, instrumentation, and MEP.
• Perform vendor due diligence including technical prequalification, financial vetting, reference checks, and compliance review (e.g., OSHA, UL/ETL/ASHRAE standards).
• Maintain vendor master database with region, scope specialization, lead times, certifications, and pricing tiers.

2. RFQ, Quotation Analysis & Bid Support

• Prepare and issue Request for Quotations (RFQs) based on project-specific Bill of Quantities (BOQs), drawings, and technical specifications.
• Analyze vendor quotations for technical compliance, lead time feasibility, and commercial competitiveness.
• Collaborate with the Bid & Proposal Engineer to integrate current pricing data into bid models and ensure budget alignment.

3. Procurement Execution & Logistics Coordination

• Issue and track Purchase Orders (POs) in coordination with US procurement reps, ensuring clarity in scope, delivery timelines, and terms & conditions.
• Liaise with vendors for packing, crating, and delivery readiness per Incoterms (e.g., FOB, DDP).
• Coordinate cross-border shipments, customs compliance, and last-mile delivery schedules for job sites in the US (supporting third-party logistics providers as needed).

4. Material Submittals & Compliance Coordination

• Collect technical submittals (spec sheets, installation manuals, safety datasheets) and ensure conformance to NEC, ASHRAE, UL, Title 24, or applicable local US codes.
• Collaborate with US Codes & Compliance Specialist to address review comments and ensure final approvals prior to procurement release.
• Maintain traceability and document control for all submittals, warranties, and certifications for audit-readiness.

5. Vendor & Stakeholder Communication

• Act as the primary liaison between Indian procurement operations and US project management teams.
• Facilitate procurement status calls, maintain procurement registers, and update delivery trackers aligned with the master project schedule.
• Escalate procurement risks (e.g., delays, price fluctuations, material deviations) with mitigation plans.

Technical Skills & Tools

• ERP / Procurement Platforms:
• SAP MM / Oracle NetSuite / Odoo / Zoho Inventory
• Excel-based tracking systems with integrated PO lifecycle dashboards
• Technical Knowledge:
• Familiarity with EPC procurement packages: Solar PV (modules, racking, inverters), HVAC (VFDs, AHUs), electrical (panelboards, breakers), water systems (pumps, motors)
• Interpretation of engineering drawings, specifications, and vendor datasheets
• Understanding of public procurement protocols, federal contract compliance (Buy American Act, Davis-Bacon preferred)
• Documentation & Reporting:
• Expertise in Excel (pivot tables, VLOOKUP, tracker templates)
• PO logs, submittal logs, procurement registers
• MS Teams / SharePoint for document collaboration and audit trails

🌎 Domain Exposure Preferred

• Experience with US-based EPC projects (especially solar, HVAC, or federal infrastructure contracts).
• Exposure to energy service performance contracts (ESPCs) and vendor coordination within an ESCO model.
• Cross-border procurement experience, ideally involving coordination of Indian suppliers for US deployment.