Fit-Out Procurement Manager

Role Summary

• The Fit-Out Procurement Manager is responsible for leading the strategic sourcing and procurement of all interior finishes, FF&E (Furniture, Fixtures & Equipment), and specialized systems (AV, CCTV, LAN/Wi-Fi) for the Reportage Towers project.
• Reporting to the Head of Procurement & Supply Chain, this role ensures 100% compliance with approved design specifications, fixed budget constraints, project timelines, and international hotel brand standards. You will oversee the complete procurement lifecycle, from initial vendor mapping and mock-up room delivery to long-lead ordering, contract drafting, and quality control.

Key Responsibilities
Strategic Sourcing & Vendor Management:

• Source, pre-qualify, and onboard local and international vendors and specialized technical subcontractors capable of delivering high-end, hospitality-grade quality.
• Manage competitive bidding processes using standardized Commercial Bid Evaluation Matrices and release Requests for Quotations (RFQs).
• Review unpriced Bills of Quantities (BOQ) and execute value engineering strategies to optimize costs without compromising design intent.

Brand, Quality & Change Governance:

• Serve as the primary liaison to the international hotel brand operator and client for material sample, catalogue, and design submission approvals using a formal Sample Approval Matrix.
• Oversee material quality control, ensuring bulk-procured materials match approved mock-up room benchmarks and specifications.
• Manage the formal variation process, ensuring any design change impacting budget or lead times is documented and signed off prior to purchasing.

Project Execution & Delivery Tracking:

• Procure and deliver all specified materials for the Studio Room mock-up within critical path timelines to secure early sign-offs.
• Identify and place confirmed Purchase Orders (POs) for 100% of long-lead fit-out materials within the first 45 days to lock in production and shipping slots.
• Utilize modern ERP software to manage and track multi-stage procurement pipelines from shop drawing approvals to final site installation.

Financial & Contractual Control:

• Manage complex multi-currency contracts (USD-denominated, local currency-settled) to mitigate foreign exchange risks and protect margins.
• Draft and enforce vendor agreements that include clear retention terms, warranties, and defect liability clauses.

Requirements
Educational Qualification & Experience:

• Education: Bachelor’s Degree in Supply Chain Management, Procurement, Quantity Surveying, Civil Engineering, Architecture, or a related field.
• Fit-Out Sourcing: 7–10 years of total experience in procurement and supply chain, with at least 5–7 years specifically focused on high-end fit-out procurement within luxury hospitality or commercial real estate developments.
• Brand Standards: Demonstrated experience working with international hotel brand standards and third-party brand operator approval processes.
• Commercial Knowledge: Strong background managing fixed-sum project budgets, contract negotiations, value engineering, and foreign exchange (FX) settlement structures.
• Software: Hands-on expertise with modern ERP systems (SAP, Oracle, Odoo) and inventory/pipeline tracking tools.

Essential Skills & Competencies:

• FF&E & Finish Literacy: Expert ability to read and interpret interior design specs, shop drawings, joinery details, and finish schedules (rugs, cladding, murals, lighting).
• Contractual & Retention Management: Advanced skills in drafting robust supplier contracts, defect liability clauses, and retention schedules.
• Systems & Data-Driven: Highly structured approach using submittal matrices, technical checklists, and data analysis rather than intuition for procurement decisions.
• Proactive Risk & Pipeline Management: Strong ability to track long-lead items, anticipate supply chain bottlenecks, and raise formal mitigation strategies early.
• High Accountability & Detail Orientation: Absolute precision in verifying technical product specs prior to ordering to prevent site rejection and delays.