Assistant Manager - Admin

**Job Title** Assistant Manager - Admin **Job Description Summary** **Job Description** **1\. Role Title & Purpose** **Suggested Title:** * Project Site Coordinator – Commercial & Logistics * OR Project Commercial & Admin Executive (Site-Based) **Role Purpose:** To ensure smooth, cost-effective, and timely execution of project activities by managing vendors, logistics, local services, documentation, and basic commercial processes in close coordination with the project, admin, finance, and EHS teams. **2\. Key Responsibilities** **A. Vendor Management** * Maintain and regularly update the vendor database for local suppliers, transporters, service providers, and hotels. * Identify, evaluate, and develop new vendors as per project requirements (e.g., cranes, trucks, fabrication, local material suppliers). * Collect and compare quotations, ensuring vendor compliance with company standards (quality, safety, legal, and commercial terms). * Support vendor onboarding (basic documentation, rate finalization, and sharing scope of work). * Monitor vendor performance (timeliness, quality of service, responsiveness) and escalate recurring issues to the Project Manager. **B. On-Ground Project Coordination** * Act as the on-site commercial & admin contact for the Project Team. * Participate in daily site coordination meetings to understand work schedules, resource needs, and constraints. * Make quick, pragmatic decisions on local arrangements (transport, hotel, material movement) within pre-approved budgets and guidelines. * Coordinate between project engineers, admin, vendors, and logistics partners to avoid delays and ensure continuity of work. * Support resolution of operational issues (e.g., delayed vehicles, no-show drivers, hotel booking errors) by arranging alternatives promptly. **C. Material Handling & Logistics Planning** * Plan daily and weekly schedules for movement of materials to and from the site in coordination with the construction and admin teams. * Organize loading and unloading activities, ensuring availability of manpower, equipment (cranes, forklifts), and safe working conditions. * Optimize vehicle usage (trip planning, route planning, consolidation of loads) to control logistics costs. * Track incoming and outgoing materials, maintain basic records (challans, delivery notes), and coordinate with stores/warehouse if applicable. * Liaise with the admin/construction teams to ensure that required materials, tools, and consumables are available as per project timelines. **D. Coordination with Transporters & Service Providers** * Liaise daily with transporters, crane operators, truck providers, and other local service partners for scheduling and resource allocation. * Confirm bookings, share site access details, time windows, and safety requirements with all vendors. * Monitor punctuality and service quality; manage rescheduling in case of project changes or delays. * Handle basic issue resolution with transporters (billing disputes, overtime, waiting charges) in coordination with the project and finance teams. **E. Hotel & Travel Arrangements** * Identify suitable hotels/guest houses for OEM engineers, project staff, and visiting personnel (considering proximity, safety, and company policies). * Negotiate room rates, meal plans, and other services to achieve cost savings while maintaining comfort and safety standards. * Coordinate bookings, check-ins/check-outs, and handle extensions or modifications based on project needs. * Maintain records of occupants, duration of stay, and associated costs for MIS and billing purposes. **F. Daily Staff Transport & Local Mobility** * Assess daily transport requirements for staff, OEM engineers, and visitors in coordination with the Admin team. * Negotiate rates and finalize arrangements with local transport providers (cabs, buses, etc.). * Prepare and manage daily transport plans (pickup/drop timings, routes, vehicle allocation). * Ensure reliability and punctuality of transport services and manage contingencies (backup vehicles, alternative providers) where needed. **G. Billing, Approvals & Finance Coordination** * Collect vendor invoices and local bills (transport, hotel, crane, miscellaneous local purchases). * Verify bills against agreed rates, approved work orders, and actual services delivered. * Coordinate with the Project Team to obtain necessary approvals before submitting bills to Finance. * Prepare basic cost summaries for site-level expenses and support Finance in timely bill processing and payment. * Maintain orderly records of bills, approvals, and payment status for audit and reference. **H. Documentation & MIS Reporting** * Maintain systematic documentation of all site commercial and logistical activities, including: * Vendor database and contact details * Rate agreements / quotations * Material movement logs * Transport plans and usage records * Hotel booking details and occupancy records * Approved bills and payment status * Prepare periodic MIS reports (daily/weekly/monthly) for the Project Manager, including: * Logistics utilisation and costs * Vendor performance and issues * Hotel and transport expenditure * Key risks, constraints, and improvement opportunities * Ensure documents are archived correctly and are easily retrievable for audits or reviews. **I. Safety & EHS Compliance** * Work closely with the EHS (Environment, Health & Safety) Manager to ensure: * Transporters, crane operators, and service providers comply with site safety rules. * Proper PPE usage, safe lifting operations, and secure loading/unloading practices. * Vehicles and equipment used on site meet safety and regulatory requirements. * Help communicate safety instructions and site rules to vendors and drivers. * Report safety incidents, near-misses, or non-compliance to the EHS Manager and Project Manager promptly. * Support EHS in basic documentation relevant to logistics and contractor safety (permits, checklists, etc.). **3\. Required Skills & Competencies** * **Operational Coordination:** Strong ability to manage multiple vendors, activities, and timelines simultaneously. * **Negotiation & Cost Awareness:** Skilled in negotiating rates and terms for hotels, transport, and services while maintaining quality. * **Communication & Stakeholder Management:** * Clear communication with project, admin, finance, and EHS teams. * Ability to manage vendors and resolve conflicts professionally. * **Decision-Making:** Capable of making quick, pragmatic decisions on ground within defined limits and escalating when needed. * **Documentation & Basic Commercial Knowledge:** * Comfortable with handling bills, approvals, and basic commercial documentation. * Proficiency in MS Office (Excel, Word, email) for reporting and records. * **Safety Mindset:** Awareness of safety requirements for construction sites and logistics operations; willingness to enforce compliance. * **Local Market Knowledge:** Understanding of local transport, hotel, and supplier ecosystem (advantageous for negotiation and quick sourcing). INCO: “Cushman & Wakefield”