Assistant Manager, Project and Contract Management

Major Responsibilities (Key Tasks)1. Spare Parts Order Management

• Manage the complete lifecycle of spare parts orders, from receipt to final delivery.
• Plan, coordinate, and monitor order execution to ensure customer requirements are met within agreed timelines.
• Maintain regular follow-up with customers and internal teams to provide timely updates on order status.

2. Customer Purchase Order Review & Compliance

• Review customer purchase orders to ensure alignment with technical specifications, commercial terms, and contractual requirements.
• Coordinate with the Legal, Finance, and Commercial teams to address contractual risks and ensure compliance before order acceptance.
• Ensure accurate order entry and documentation in accordance with company procedures.

3. Customer Relationship & Internal Coordination

• Serve as the primary point of contact for customers regarding spare parts orders and related queries.
• Organize and facilitate meetings with customers and internal stakeholders to resolve issues, clarify requirements, and expedite order execution.
• Build and maintain strong customer relationships to support business growth and customer satisfaction.

4. Cross-Functional Order Execution

• Collaborate closely with Engineering, Quality Assurance, Manufacturing, Procurement, Logistics, and Finance teams to ensure seamless order fulfilment.
• Drive timely resolution of technical, quality, and supply-chain-related issues that may impact delivery schedules.
• Ensure effective coordination across departments to meet customer commitments.

5. Engineering Documentation & Approval Management

• Coordinate the submission and approval of drawings, datasheets, technical documents, and other project-related deliverables.
• Follow up with customers and internal departments to secure approvals within defined timelines.
• Maintain proper records of all approved documents and revisions.

6. Order Progress Monitoring & Delivery Management

• Track order progress against key milestones and proactively identify potential delays or risks.
• Monitor manufacturing, procurement, inspection, and dispatch activities to ensure on-time delivery.
• Ensure compliance with purchase order terms, delivery schedules, and customer expectations.

7. Documentation, Dispatch & Portal Management

• Prepare and submit all required technical, commercial, and dispatch documentation to customers.
• Coordinate post-dispatch activities, including uploading documents on customer portals and the GeM portal.
• Ensure completeness and accuracy of records for audit and compliance purposes.

8. Commercial Closure, Collections & MIS Reporting

• Coordinate with customers and internal finance teams for timely invoicing, payment collection, and closure of outstanding receivables.
• Manage bank guarantees, performance guarantees, and other contractual obligations as applicable.
• Prepare and present weekly and monthly MIS reports highlighting order status, delivery performance, collections, and key business metrics to management.

9. Business Process Improvement

• Identify opportunities to improve order management processes, customer service levels, and operational efficiency.
• Support implementation of best practices, system enhancements, and continuous improvement initiatives within the Spares Business function.