Administration and Commercial Manager

Team Member Admin and Commercial (Museum)

Responsibilities

Key Responsibilities
1. Financial Operations & Budget Management
• Track and monitor the project budget, including consultant fees, operational
expenses, and development costs
• Maintain budget trackers, forecasts, and variance reports for review by the
Museum Director
• Ensure adherence to approved budgets and flag deviations or risks proactively
• Support financial planning and cash flow management during the development
phase
2. Payments, Invoicing & Commercial Coordination
• Process all vendor, consultant, and contractor invoices in a timely and
accurate manner
• Coordinate with internal finance teams for payment approvals,
disbursements, and reconciliations
• Manage vouchers, supporting documents, and payment-related compliance
requirements
• Track contractual milestones linked to payments and ensure documentation
completeness
3. Consultant & Vendor Administration
• Act as the central coordination point for all project consultants (design,
curatorial, exhibition, technical, etc.)
• Maintain records of contracts, fee structures, payment schedules, and
amendments
• Support onboarding and administrative requirements for consultants and
vendors
4. Travel & Logistics Management
• Manage travel bookings, accommodation, and logistics for all consultants,
advisors, and project-related visitors
• Coordinate itineraries, approvals, and reimbursements in line with project
policies
• Ensure cost-effective and well-documented travel arrangements
5. Administrative Operations
• Oversee day-to-day administrative functions related to the museum
development office
• Maintain organized records of agreements, correspondence, approvals, and
reports
• Support the Museum Director with administrative coordination, scheduling, and
documentation
6. Compliance, Reporting & Controls
• Ensure compliance with internal financial controls, audit requirements, and
organizational policies
• Prepare periodic financial and administrative status reports for leadership
review
• Support audits and reviews related to project expenditures and contracts

Qualifications

Qualifications & Experience
• Bachelor’s degree in Commerce, Finance, Business Administration, or a
related field
• 6–10 years of experience in administration, finance operations, or
commercial management, preferably in project-based environments
(infrastructure, real estate, cultural projects, or large developments)
• Prior experience working with consultants, vendors, and multi-disciplinary
teams is strongly preferred
• Experience in cultural, museum, or institutional projects will be an added
advantage