Team Member Admin and Commercial (Museum)

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

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