Procurement & Purchase Coordinator — Interior Projects
Budget / Salary₹1,500–12,500
TypeFreelance project
LocationRemote
Posted2 hours ago
Role Overview
We are looking for a detail-oriented procurement professional to coordinate purchasing activities for residential and commercial interior projects.
The candidate will support the project team in sourcing approved materials, comparing supplier quotations, preparing purchase documentation, tracking expenses and coordinating deliveries. The role requires strong numerical accuracy, commercial awareness, negotiation skills and reliable documentation.
The ideal candidate should understand that luxury procurement is not simply about finding the lowest price. It involves balancing quality, specifications, availability, lead times, warranties and overall project budgets.
Key Responsibilities
1. Material Sourcing & Supplier Coordination
• Source materials and products according to approved project specifications.
• Obtain and compare quotations from suppliers for items such as tiles, stone, sanitaryware, lighting, hardware, laminates, veneers, fittings and furniture.
• Verify product specifications, brands, models, finishes, quantities, availability and delivery timelines.
• Maintain an organised database of suppliers, product details, quotations and commercial terms.
• Coordinate with suppliers regarding pricing, discounts, payment terms, warranties and delivery conditions.
• Identify alternatives only when requested and obtain design-team approval before substituting specified products.
2. Purchase Orders & Documentation
• Prepare purchase requisitions and purchase orders based on approved requirements.
• Maintain records of quotations, approved selections, purchase orders, invoices, receipts and delivery challans.
• Track order confirmations, advance payments, pending balances and delivery commitments.
• Verify supplier invoices against approved quotations, purchase orders and received quantities.
• Maintain a clear audit trail for each project and report discrepancies promptly.
3. Project Budget & Cost Tracking
• Maintain a project-wise procurement budget and purchase tracker.
• Compare estimated material costs with actual committed and paid amounts.
• Track variations, additional purchases, price changes and potential budget overruns.
• Prepare regular cost summaries showing budget, committed purchases, payments made and outstanding amounts.
• Flag cost risks or unexpected expenses to the founder or project lead before commitments are made.
4. Delivery & Site Coordination
• Coordinate delivery schedules with suppliers and the assigned site supervisor.
• Track pending orders, delayed deliveries, shortages, damaged goods and replacement requests.
• Ensure deliveries correspond with approved specifications and quantities.
• Maintain records of goods received and escalate discrepancies for resolution.
• Coordinate return, replacement and warranty processes where required.
5. Reporting & Financial Coordination
• Prepare project-wise procurement reports and expense summaries.
• Maintain spreadsheets for quotations, orders, invoices, payment status and supplier balances.
• Coordinate with the accountant or finance function for reconciliation and supporting documentation.
• Keep business and project records organised and ready for review.
Required Skills
• Practical experience in procurement, purchasing or material coordination.
• Experience in interior design, construction, fit-outs or building materials is strongly preferred.
• Strong Excel or Google Sheets skills, including cost comparisons and purchase trackers.
• Ability to read quotations, invoices, purchase orders and product specifications accurately.
• Good negotiation, numerical, organisational and communication skills.
• Strong attention to detail and the ability to manage multiple supplier timelines.
• Professional handling of confidential commercial information.
Preferred Qualities
• Experience procuring materials for premium residential or luxury interior projects.
• Familiarity with branded interior products and finish categories.
• Ability to evaluate value, quality, lead times and warranty terms—not price alone.
• Ethical supplier dealings and transparent documentation.
• A proactive approach to identifying discrepancies and preventing avoidable costs.
Engagement & Working Arrangement
The initial engagement will be freelance or project-based, depending on project requirements.
Assignments may include quotation comparisons, procurement budgeting, purchase documentation, order tracking, supplier coordination and project-wise cost reporting.
The scope, working hours, deliverables, fees, reporting frequency and authority limits will be agreed upon before each assignment. There may be an opportunity for a longer-term or full-time role as Alqove Aria's project volume grows, subject to business needs.
Important Financial Controls
• No purchase or supplier commitment may be made without the required approval.
• All purchases must be supported by documented quotations and approved specifications.
• Supplier payments must follow the company's authorised payment process.
• Any price variation, substitution or budget overrun must be reported before proceeding.
• Project funds and company funds must be documented separately and transparently.
We are looking for a detail-oriented procurement professional to coordinate purchasing activities for residential and commercial interior projects.
The candidate will support the project team in sourcing approved materials, comparing supplier quotations, preparing purchase documentation, tracking expenses and coordinating deliveries. The role requires strong numerical accuracy, commercial awareness, negotiation skills and reliable documentation.
The ideal candidate should understand that luxury procurement is not simply about finding the lowest price. It involves balancing quality, specifications, availability, lead times, warranties and overall project budgets.
Key Responsibilities
1. Material Sourcing & Supplier Coordination
• Source materials and products according to approved project specifications.
• Obtain and compare quotations from suppliers for items such as tiles, stone, sanitaryware, lighting, hardware, laminates, veneers, fittings and furniture.
• Verify product specifications, brands, models, finishes, quantities, availability and delivery timelines.
• Maintain an organised database of suppliers, product details, quotations and commercial terms.
• Coordinate with suppliers regarding pricing, discounts, payment terms, warranties and delivery conditions.
• Identify alternatives only when requested and obtain design-team approval before substituting specified products.
2. Purchase Orders & Documentation
• Prepare purchase requisitions and purchase orders based on approved requirements.
• Maintain records of quotations, approved selections, purchase orders, invoices, receipts and delivery challans.
• Track order confirmations, advance payments, pending balances and delivery commitments.
• Verify supplier invoices against approved quotations, purchase orders and received quantities.
• Maintain a clear audit trail for each project and report discrepancies promptly.
3. Project Budget & Cost Tracking
• Maintain a project-wise procurement budget and purchase tracker.
• Compare estimated material costs with actual committed and paid amounts.
• Track variations, additional purchases, price changes and potential budget overruns.
• Prepare regular cost summaries showing budget, committed purchases, payments made and outstanding amounts.
• Flag cost risks or unexpected expenses to the founder or project lead before commitments are made.
4. Delivery & Site Coordination
• Coordinate delivery schedules with suppliers and the assigned site supervisor.
• Track pending orders, delayed deliveries, shortages, damaged goods and replacement requests.
• Ensure deliveries correspond with approved specifications and quantities.
• Maintain records of goods received and escalate discrepancies for resolution.
• Coordinate return, replacement and warranty processes where required.
5. Reporting & Financial Coordination
• Prepare project-wise procurement reports and expense summaries.
• Maintain spreadsheets for quotations, orders, invoices, payment status and supplier balances.
• Coordinate with the accountant or finance function for reconciliation and supporting documentation.
• Keep business and project records organised and ready for review.
Required Skills
• Practical experience in procurement, purchasing or material coordination.
• Experience in interior design, construction, fit-outs or building materials is strongly preferred.
• Strong Excel or Google Sheets skills, including cost comparisons and purchase trackers.
• Ability to read quotations, invoices, purchase orders and product specifications accurately.
• Good negotiation, numerical, organisational and communication skills.
• Strong attention to detail and the ability to manage multiple supplier timelines.
• Professional handling of confidential commercial information.
Preferred Qualities
• Experience procuring materials for premium residential or luxury interior projects.
• Familiarity with branded interior products and finish categories.
• Ability to evaluate value, quality, lead times and warranty terms—not price alone.
• Ethical supplier dealings and transparent documentation.
• A proactive approach to identifying discrepancies and preventing avoidable costs.
Engagement & Working Arrangement
The initial engagement will be freelance or project-based, depending on project requirements.
Assignments may include quotation comparisons, procurement budgeting, purchase documentation, order tracking, supplier coordination and project-wise cost reporting.
The scope, working hours, deliverables, fees, reporting frequency and authority limits will be agreed upon before each assignment. There may be an opportunity for a longer-term or full-time role as Alqove Aria's project volume grows, subject to business needs.
Important Financial Controls
• No purchase or supplier commitment may be made without the required approval.
• All purchases must be supported by documented quotations and approved specifications.
• Supplier payments must follow the company's authorised payment process.
• Any price variation, substitution or budget overrun must be reported before proceeding.
• Project funds and company funds must be documented separately and transparently.
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