Procurement Manager/Senior Estimator

Company Profile

WestUrban Group is a leading Victorian builder, consistently ranked among the top three townhouse builders in the state. With more than a decade of proven experience, we specialise in Multi-Unit Developments, Medium Density Projects, High-End Projects and bespoke homes through our Clinton Grand Brand.

Our expertise spans the entire construction lifecycle - from feasibility and design coordination through to project management, site delivery, and client handover. Backed by long-standing relationships with suppliers and subcontractors, robust systems, and a highly skilled workforce, we deliver projects that meet strict standards of quality, safety, cost control, and timeliness.

Duties &Responsibilities

Supplier & Contractor Management

·       Recruit, manage, and evaluate supplier and contractor performance against agreed KPIs.

·       Negotiate and finalise annual supplier agreements for Medium Density and High-End Custom Home projects.

·       Conduct annual audits and compliance checks for all suppliers and contractors.

·       Manage supplier pricing, performance, and contracts to ensure competitiveness and consistency across all divisions.

·       Maintain and update the WestUrban Supplier Register, ensuring complete and current documentation (insurances, licences, SWMS, etc.).

·       Expand and diversify the supplier network to support bespoke and complex residential projects.

Procurement & Resource Planning

·       Oversee procurement across all divisions, ensuring supplier compliance and efficiency.

·       Engage and evaluate suppliers based on suitability for project type (Medium Density, High-End, or Custom).

·       Lead cost planning to ensure each project achieves budget and financial targets.

·       Negotiate pricing, rebate structures, and long-term supply agreements.

·       Coordinate with construction teams to manage resource allocation and delivery timelines.

·       Maintain real-time procurement visibility through Smartsheet and WesHub.

Cost & Risk Management

·       Align procurement activities with project budgets and KPIs.

·       Identify and implement cost-saving opportunities without compromising on quality or compliance.

·       Provide proactive updates on supply chain risks and contingency measures.

·       Manage supplier capacity, reliability, and delivery performance across concurrent projects.

Continuous Improvement

·       Support the ongoing enhancement of WestUrban's Business Management System (BMS) and procurement framework.

·       Contribute to policy and procedure development for purchasing, estimating, and supplier compliance.

·       Participate in management meetings, presenting procurement performance and cost outcomes.

·       Collaborate with marketing and communications teams to strengthen supplier engagement and company branding..

Key Performance Indicators

The following KPIs form the basis for performance evaluation. They are designed to measure the success of the Procurement Manager / Senior Contract Administrator in delivering value, compliance, and cost efficiency to WestUrban Group.

·       Supplier & Contractor Management

o   All contractors and suppliers to be registered, vetted, and compliant with WestUrban requirements (insurance, licences, OH&S documentation) 100% of the time.

o   Annual contractor and supplier agreements in place and reviewed prior to renewal dates.

o   Supplier performance to be formally reviewed biannually, with documented scorecards based on KPIs (quality, delivery, pricing, safety, communication).

o   Supplier network to be expanded annually by a minimum of 10% new approved suppliers, aligned with company growth.

·       Negotiation & Cost Control

o   Annual pricing negotiations completed with all major contractors and suppliers, ensuring WestUrban secures competitive and sustainable rates.

o   Annual rebates and discount structures achieved and documented in line with supplier agreements.

o   Procurement activities to identify and deliver a minimum of 5% cost savings per project phase without compromising quality or compliance.

o   Evidence of proactive cost avoidance strategies implemented (e.g., forward procurement, bulk purchasing, supplier partnerships).

·       Procurement Process & Compliance

o   All procurement activities recorded and tracked in Smartsheet/WesHub with 100% compliance - including orders, quotations, delivery records, and contract agreements.

o   No unapproved suppliers or contractors to be engaged under any circumstances.

o   All purchase orders to be raised and issued within 48 hours of approval.

o   Zero major non-conformances identified in procurement audits (internal or external).

·       Documentation & Reporting

o   Procurement reports submitted biweekly to management, detailing supplier performance, cost savings, risks, and key procurement metrics.

o   Daily updates of supplier compliance documentation (licences, insurance, safety records).

o   Maintain accurate and accessible procurement records for all projects, with zero missing documentation at audit.

o   Develop and maintain supplier performance dashboards for visibility across divisions.

·       Risk Management & Supply Chain Resilience

o   Identify, document, and escalate supply chain risks to management within 24 hours of discovery.

o   Contingency suppliers identified and pre-approved for all critical trades and materials.

o   No project cost overruns attributable to unmitigated supplier or contractor risk.

o   Zero procurement-related stoppages on site.

·       Stakeholder Communication & Collaboration

o   Respond to internal stakeholder (Estimating, Construction, Finance, Management) requests within 24 hours.

o   Actively participate in weekly procurement and project review meetings, providing accurate updates.

o   Maintain professional, solution-focused communication with all internal and external stakeholders.

o   Positive feedback from Construction and Estimating teams in annual performance surveys.

·       Safety & Compliance Alignment (work with Construction team to collaboratively achieve the required outcome)

o   100% supplier compliance with OH&S documentation and Safe Work Method Statements (SWMS).

o   Zero tolerance for OH&S breaches by suppliers or contractors - immediate corrective action enforced.

o   Attendance at all mandatory internal safety and compliance meetings.

o   Contribute to continuous improvement of safety and quality practices through supplier engagement.

·       Innovation & Continuous Improvement

o   Identify and propose at procurement or process improvement initiatives quarterly/annually.

o   Actively contribute to the development of WestUrban policies, including Purchasing & Estimating procedures and Quality Management systems.

o   Participate in post-project reviews, ensuring lessons learned from procurement activities are documented and applied to future projects.

·       Client & Business Outcomes

o   Projects handed over defect-free from a procurement perspective (e.g., all materials supplied as per specification, no substitution without approval).

o   No major client complaints arising from procurement delays, quality issues, or supplier performance.

o   Procurement contributes positively to WestUrban's brand reputation, with suppliers and clients recognising professionalism and efficiency.

o   Supplier relationships leveraged to support award submissions and project marketing where appropriate.

·       ISO & BMS Compliance (Procurement Perspective)

o   Ensure all procurement activities comply with WestUrban's Business Management System (BMS) requirements, aligned with ISO 9001 (Quality), ISO Environment), and ISO OH&S).

o   Maintain 100% traceable procurement records (supplier approvals, purchase orders, agreements, and compliance documents) to meet ISO audit requirements.

o   Guarantee supplier engagement and selection processes are consistent with ISO standards - including documented evaluation, approval, and performance reviews.

o   Zero major procurement-related non-conformances identified during ISO or external audits.

o   All corrective actions arising from procurement-related audit findings closed out within 30 days.

o   Demonstrate procurement's contribution to ISO objectives by:

§  Securing sustainable suppliers (ISO Environmental focus).

§  Enforcing OH&S documentation and SWMS compliance from all contractors (ISO Safety focus).

§  Maintaining quality assurance in materials and supplier delivery (ISO Quality focus).

o   Participate in ISO audits when procurement processes, supplier compliance, or cost-control measures are under review.

Skills & Experiences

The successful candidate will demonstrate with below skills & experience:

·       Minimum 5+ years' experience in procurement, contract administration, or supply chain management within residential construction.

·       Proven experience in Medium Density and High-End Custom Home projects.

·       Strong negotiation, cost control, and supplier relationship management skills.

·       Comprehensive understanding of construction documentation, tendering, and contract law.

·       Ability to manage multiple concurrent projects and deadlines.

·       Excellent communication, stakeholder management, and analytical skills.

·       Proficiency in Databuild, Smartsheet, WesHub, Microsoft Office Suite, and PDF editing tools.

·       Demonstrated attention to detail, initiative, and commitment to continuous improvement.

Culture & Benefits

·       Progressive and growing organisation

·       Offers great opportunity for further career development

·       Young, friendly, innovation and multicultural environment

·       Opportunity to work on range of construction projects from large-scale Medium Density developments to luxury custom homes

·       Package is made up as follows: Base salary depends on experience, mobile phone and Laptop.

Applications

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