Billing and Quotation Executive

Report to: Executive DirectorPrimary Purpose of the RoleTo ensure the company always selects the most competitive, reliable, and profitable quotations from vendors/sub-contractors, prepare accurate client billing, and provide on-site/off-site support between procurement, projects, and accounts teams. Key Responsibilities & Duties1. Quotation ManagementReceive and compile quotations from vendors and subcontractors for materials, labour, MEP, joinery, fit out work, etc.Perform detailed line-by-line comparison (price, specifications, lead time, warranty, payment terms, past performance).Highlight risks, savings opportunities, and recommend the best 2–3 options with clear justification.Present recommendations to the Project Manager / Management team and get final approval.Maintain an updated vendor quotation database and price library.2. Site & Client CoordinationAttend project site meetings and client meetings whenever quotation or billing clarification is required.Verify site measurements and variations with the site team before finalizing quotations or variation orders.Explain quotation details and justify costs to clients when requested.3. Billing & Invoicing SupportAssist the accounts team in preparing accurate progressive and final client bills based on BOQ, approved rates, and site progress.Prepare client variation orders with supporting quotations and get them approved.Cross-check subcontractor/supplier bills against approved P.O.s and quotations.4. Procurement AssistanceAssist in purchase orders (POs) / work orders after management approval of quotations.Follow up with vendors on delivery schedules and coordinate with the site team.Negotiate minor price/term improvements wherever possible.5. Reporting & DocumentationMaintain proper records of all quotations, comparisons, approvals, and related communication.Generate weekly/monthly reports on cost savings achieved through better quotation selection.