Project Administrative Assistant (Construction Field - Desk Job)

Role & Responsibilities

Procurement Management:

• Analyze and select suppliers to ensure high-quality products at competitive prices.
• Negotiate with suppliers to optimize lead times, costs, and quality.
• Develop and implement procurement strategies to achieve cost savings and timely delivery.
• Maintain accurate records of procurement transactions, invoices, and inventory levels.
• Enquire for new products, issue POs, and handle follow-ups, payments, TDS, GST ledgers, and monthly purchase details for auditor filings.

Supplier Relationship Management:

• Build and maintain strong relationships with suppliers.
• Evaluate supplier performance through periodic reviews and drive continuous quality improvements.

Inventory and Stock Management:

• Coordinate with engineers at project sites and godowns to maintain accurate inventory levels for materials, machinery, and PPE.
• Maintain stock records and conduct periodic inventory reviews.
• Prepare Delivery Challans (DCs), update inward books, and assist with project costing.

Compliance and Reporting:

• Ensure compliance with TDS, GST, and other taxation norms.
• Manage monthly purchase details and coordinate with auditors for timely filings.
• Maintain and update financial ledgers regularly.

Project Coordination:

• Coordinate project activities with internal teams and external vendors.
• Manage technical assistance, quotes, costings, and follow-ups.
• Handle financial and technical bid analysis for tenders and provide support.
• Coordinate project startup activities including demo, vendor registrations, bank guarantees, police verifications, and subcontractor arrangements if needed.
• Manage project finishing tasks, including completion certificate follow-ups and issuing warranty/guarantee certificates.

Sales & Billing:

• Maintain back papers, handle billing follow-ups, ledger management, and retention.
• Handle TDS and invoice registration on client portals, including sending monthly sales details to auditors for filing.

Inter-Company Handling:

• Manage sales, purchase, TDS, and monthly details for auditor filing.

Bank Requirements:

• Handle documents related to OD, LC, FD, and other banking needs.

Tax Filings (Income Tax):

• Provide clearance on tax filings during audit time.

Miscellaneous:

• Handle general mailing, transportation arrangements, testing/QC-related works, ticket and cab bookings, mailing stickers for products, MTC preparations, machine repair follow-ups, and maintain photos, videos, presentations, and brochures.

Added Bonus Point:

• Knowledge of CAD drawings is a plus.

Note: All tasks listed above will be equally distributed among the team members to ensure efficient workflow and effective teamwork.