Job Title

Assistant Manager - Admin

Summary

- 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, protected 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'

📌 Assistant Manager - Admin (Bengaluru)
🏢 Cushman u0026 Wakefield
📍 Bengaluru