Assistant Manager, Project and Contract Management

KSB; Satara; On-site; INR 600,000 - 1,200,000; Full time

Job summary

KSB in Maharashtra, India, seeks an experienced professional to manage spare parts orders end-to-end, coordinating with engineering, procurement, logistics, and finance to meet delivery commitments. You will review customer orders for compliance, maintain documentation, and serve as the primary customer contact.

The role emphasizes cross-functional collaboration and continuous improvement in order fulfilment.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Job description

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.