Assistant Manager - Admin

Job description

**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,