Job Description

Project Administrator supports the Project Manager by performing project management tasks that do not require decision making. These include monitoring and maintenance of the project financial forecast as well as correct posting of actuals, managing project documentation, invoice triggering and payment monitoring.

In larger units, teams consisting of Project Administrators might have a Project Admin Team Leader. In addition to the above, Team Leader lead, coordinate, evaluate and develop a team of professionals so that the organization has access to the material and inputs it needs to operate, and so that all the order booking tasks are handled consistently and on time.

If the Order Administrators and Project Administrators are part of the same team, there might be a Team Leader that leads both teams.

Responsibilities and key activities

• 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 the 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, and that relevant guidelines regarding forecast change approvals are followed
• 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. Contacts Purchasing Coordinator for clarification when needed.
• Based on Supervisor input, s/he is responsible for ensuring that the labor is accurately planned before installation activities are performed, including the correct creation of subcontracting PRs and the correct planning of the installation hours by KONE fitters and testers in the corresponding activities in the system.
• Participates as needed in the Pre-Delivery Review and is responsible for the correctness of the cost planning in order to have a correct start of PoC (Percentage of Completion) Revenue Recognition at MS3c confirmation.
• Supports Supervisor with the document management of the fitters and subcontractors in coordination with the Installation Resource Manager
• Handles project’s requests for logistics needs and supports PM and Supervisor in this task, 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 the booking of actual costs
• Checks invoices without POs/GRs, books against planned primary costs
• Is responsible for administration of change orders / variation sales, ensuring timely handling of contract changes including performing correct order registration and booking in the system and ensuring appropriate communication of changes across all relevant FL and SL functions.
• Is responsible for handling the contract / scope related claims in agreement with the Project Manager, filing, managing and keeping track of the customer correspondence and documentation related to these
• Monitors project gates and S-Plan accuracy and compliance, maintaining the S-plan schedule in the system between MS 0b and 2z as instructed by the Project Manager and coordinated with the CSE Team.
• Compiles end of project documentation sets for submission to Customer, Maintenance and for archiving.
• After the pre-closing review, in coordination with Project Manager and Supervisor, s/he is responsible for setting in the system the accurate planning of the remaining costs for an accurate creation of Late Costs plan.
• Responsible for ensuring correct system status management for sales recognition of the orders, for their closing and for preparing them to be archived

Team Leaders oversee the work of his/her team members and contributes to the Delivery organization’s success in an effective and consistent way and according to established

guidelines and budgets. In addition, the team leader is responsible for:

• People leadership
• People management e.g. 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 any skill gaps in the team
• Facilitate information sharing and creates collaborative working environment
• Daily Operations
• Allocate daily work together with Delivery Operations Director
• Monitor and lead the performance of the team
• Review daily priorities in the team and take appropriate action to ensure results are achieved

Performance measures

• Timely updating and correctness of project schedule, S-plan milestone schedule and cost forecast in SAP
• Correctness of actuals cost bookings, using correct activities and cost elements
• Timely document procurement and archiving of job files
• Correct booking of change orders
• Contribution to the P2P and Customer satisfaction
• Feedback from Project Managers and other stakeholders

At KONE, we are focused on creating an innovative and collaborative working culture where we value the contribution of each individual. Employee engagement is a key focus area for us and we encourage participation and the sharing of information and ideas. Sustainability is an integral part of our culture and the daily practice. We follow ethical business practices and we seek to develop a culture of working together where co-workers trust and respect each other and good performance is recognized. In being a great place to work, we are proud to offer a range of experiences and opportunities that will help you to achieve your career and personal goals and enable you to live a healthy and balanced life.

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