Project Administrator
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Key skills for this role
About the Role
KONE is hiring a Project Administrator to support project managers and supervisors in the delivery organization. The role involves monitoring project schedules, invoicing, cost forecasting, document management, and ensuring compliance with S-plan milestones.
Key Skills for This Role
Responsibilities
- Collect information for Project Manager’s and Supervisor decision making
- Monitor the project schedule (e.g. expiring S plan milestones) to help maintain the project plan and notify Project Manager about the need to update schedules
- Support Project Manager and Supervisor with customer correspondence, getting approvals and signatures on time, preparing documentation for the right stakeholders and ensuring that all documentation is available when needed and correctly archived
- Monitor invoicing status vs. billing plan and report deviations; verify collection and report deviations, preparing status information for forecast reviews and for contacting customer when issues are found
- Monitor and update cost forecast with actuals and incoming invoices; ensure revenue and cost forecasts are updated monthly and before S plan milestones
- Ensure correct creation of PRs upon Supervisor and Project Manager request, ensuring all needed information is filled in
- Ensure labor is accurately planned before installation activities, including correct creation of subcontracting PRs and correct planning of installation hours
- Participate as needed in Pre Delivery Review and ensure correctness of cost planning for correct start of PoC Revenue Recognition at MS3c confirmation
- Support Supervisor with document management of fitters and subcontractors in coordination with Installation Resource Manager
- Handle project’s requests for logistics needs and support PM and Supervisor, coordinating with Logistics Coordinator
- Monitor actual costs vs. plans and report deviations; prepare revenue and cost plan status information for forecast reviews
- Ensure use of correct activities and cost elements in booking of actual costs; check invoices without POs/GRs, book against planned primary costs
Requirements
- Experience in project administration or similar role
- Strong organizational and coordination skills
- Proficiency in using project management and ERP systems
Full Job Posting
Company Overview
- Certified as a Top Employer in the UAE, Qatar, KSA, and Oman, KONE is dedicated to creating a superior workplace through outstanding people practices, emphasizing collaboration, diversity, growth, and well being.
Key Responsibilities
- Project Admin is responsible for collecting information for Project Manager’s and Supervisor decision making.
- Monitors the project schedule (e.g. expiring S plan milestones) for helping to maintain the project plan and notifies Project Manager about the need to update schedules.
- Supports Project Manager and Supervisor with customer correspondence, getting approvals and signatures on time, preparing documentation for the right stakeholders and ensuring that all documentation is available when needed and correctly archived.
- Is responsible for monitoring invoicing status vs. billing plan and reports deviations. Verifies collection and reports deviations, preparing status information for forecast reviews and for contacting customer when issues are found.
- Is responsible for monitoring and updating cost forecast with actuals and incoming invoices. Ensures that revenue and cost forecasts are updated monthly, and always before S plan milestones 2z, 3c and 5.
- Is responsible for the correct creation in the system of the PRs upon Supervisor and Project Manager request, ensuring all needed information is filled in.
- Based on Supervisor input, ensures labor is accurately planned before installation activities, including correct creation of subcontracting PRs and correct planning of installation hours.
- Participates as needed in the Pre Delivery Review and is responsible for the correctness of the cost planning.
- Supports Supervisor with document management of fitters and subcontractors in coordination with Installation Resource Manager.
- Handles project’s requests for logistics needs and supports PM and Supervisor, coordinating with Logistics Coordinator.
- Is responsible for monitoring actual costs vs. plans and reports deviations. Prepares revenue and cost plan status information for forecast reviews.
- Is responsible for use of correct activities and cost elements in booking of actual costs.
Team Leader Responsibilities
- Oversees the work of team members and contributes to Delivery organization’s success.
- People leadership and management, including setting targets, conducting PDP’s and IDP’s for team members together with Delivery Operations Director.
- Drive competence development in the team, inform Delivery Operations Director about skill gaps.
- Facilitate information sharing and create collaborative working environment.
- Allocate daily work together with Delivery Operations Director.
- Monitor and lead the performance of the team.
- Review daily priorities and take appropriate action to ensure results are achieved.
Culture and Benefits
- Focus on creating an innovative and collaborative working culture where value of each individual is recognized.
- Employee engagement is a key focus area, encouraging participation and sharing of information and ideas.
- Sustainability is an integral part of culture and daily practice.
- Ethical business practices and a culture of working together where co workers trust and respect each other.
- Range of experiences and opportunities to help achieve career and personal goals and enable a healthy and balanced life.
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