Project Administrator

Role overview

Project schedule and documentation

• Monitor project schedules and S-Plan milestones, notify the Project Manager when updates are needed, and maintain schedule accuracy and compliance.
• Coordinate customer correspondence, approvals, signatures, stakeholder documents, filing, and archiving.
• Compile end-of-project documentation for the customer, Maintenance, and project archives.

Finance and project controls

• Monitor invoicing against billing plans and collections, report deviations, and prepare forecast-review information.
• Update monthly revenue and cost forecasts, monitor actual costs and incoming invoices, and follow approval guidelines for forecast changes.
• Support cost planning for pre-delivery review and Percentage of Completion revenue recognition; plan remaining costs after pre-closing review.
• Use correct activities and cost elements for actual-cost bookings; check invoices without purchase orders or goods receipts and book against planned primary costs.

Procurement, labor, and logistics

• Create purchase requisitions as requested and contact the Purchasing Coordinator for clarification when needed.
• Plan subcontracting requisitions and installation hours with the Supervisor; coordinate fitter and subcontractor documentation with the Installation Resource Manager.
• Handle project logistics requests with the Project Manager, Supervisor, and Logistics Coordinator.

Contracts and project close

• Administer change orders and variation sales, including order registration, system booking, and communication across relevant functions.
• Manage contract and scope-related claims with the Project Manager and track related customer correspondence and documentation.
• Maintain accurate system statuses for sales recognition and order closing, and prepare orders for archiving.

Additional team-leader duties in source

• The description also lists people leadership, target setting, performance and development reviews, competence development, information sharing, daily work allocation, and team performance monitoring.

About KONE

Requirements

• Collect and organize project information to support Project Manager and Supervisor decisions.
• Maintain accurate project schedules, forecasts, cost plans, system records, and documentation.
• Coordinate with customers, project teams, purchasing, logistics, and installation resources.
• The description also lists team-leader responsibilities, including people management and daily work allocation; it does not clarify whether these apply to this Project Administrator role.