Project Administrator

KONE moves two billion people every day. As a global leader in the elevator and escalator industry, we employ over 60,000 driven professionals in more than 60 countries worldwide joined together by a shared purpose, to shape the future of cities. In 2024, we had annual net sales of EUR 11.1 billion.

KONE has consistently been featured on Forbes list of World's Best Innovative Companies, World's Best Employers & World's Largest Public Companies. At KONE, we believe in teamwork and a work culture where everyone can be who they are. This is exactly what makes us strong and successful.

Why this role?

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.

What will you be doing?

• 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.

Are you the one?

• Ability to read and comprehend contract terms and conditions as well as contract financials.
• Ability to read, analyze, and interpret general business and technical procedures or governmental regulations.
• Ability to write reports and professional business correspondence.
• Ability to effectively present business information and respond to questions from groups of managers, customer, and general contractors.
• Ability to solve practical problems and deal with a variety of concrete variables.
• Proficient in Microsoft Office products.
• SAP ERP system and functionality knowledge.
• Previous working experience in relevant field is an asset.
• Deep knowledge on contract terms and conditions, applicable norms and regulations, and tax rules.
• Deep knowledge on business and technical procedures or governmental regulations.
• Deep knowledge on cost management rules including the specificities of complex projects (like common costs management, overhead key indexation or FX rate management).
• Experience in inter-office and customer communications.

What’s On Offer

• Career progression in opportunities within a global organization.
• Total reward elements that engage and motivate our employees and help us make KONE a great place to work.
• Comprehensive learning and development programs covering a wide range of professional skills.
• You are surrounded by fun colleagues and a lively working environment. The best part is all leaders are great and open-minded.

To Be Considered

Click the Apply button and complete the online application process. A member of our Talent and Culture team will review your application and will be in contact with additional information accordingly.