Assistant Manager - Admin

Job Title

Assistant Manager - Admin

Job Description Summary

Job Description

• 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.

• Key Responsibilities
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.).
• 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”

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