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”