Team Member Admin and Commercial (Museum)

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

1. 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

1. 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

1. 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

1. 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

1. 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 & 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