Project Administrator

KONE Middle East UAE; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading technology firm is seeking a Project Admin in Dubai to support project management activities. Responsibilities include collecting information for decision making, monitoring schedules, assisting with documentation, and managing costs. The ideal candidate will ensure timely contract change handling and maintain project gates and accuracy in planning. This is an excellent opportunity to contribute to significant projects in a collaborative environment.

Responsibilities

• Collect information for Project Managers and Supervisors to support decision making.
• Monitor the project schedule and notify the Project Manager of required updates.
• Assist the Project Manager with customer correspondence and documentation.
• Monitor invoicing status versus the billing plan and report deviations.
• Update cost forecasts with actuals and incoming invoices.
• Create PRs in the system upon Supervisor or Project Manager request.
• Ensure labor is accurately planned before installation activities.
• Participate in the Pre-Delivery Review and ensure correct cost planning.
• Assist with document management of fitters and subcontractors.
• Handle project logistics requests and support the PM and Supervisor.
• Monitor actual costs versus plans and prepare status information.
• Utilize correct activities and cost elements when booking actual costs.
• Administer change orders and ensure timely contract change handling.
• Handle contract/scope-related claims and maintain documentation.
• Monitor project gates and S-Plan accuracy in coordination with the CSE Team.
• Compile end-of-project documentation sets for submission.
• Set accurate planning of remaining costs after pre-closing review.
• Manage system status for sales recognition of orders.

Job description

Certified as a Top Employer in the UAE Qatar KSA and Oman KONE is dedicated to creating a superior workplace through outstanding people practices. We emphasize cultivating a great work culture inspiring high standards of quality and efficiency and fostering an environment that promotes collaboration, diversity, growth, and well‑being.

Project Admin Responsibilities

• Collect information for Project Managers and Supervisors to support decision making.
• Monitor the project schedule (e.g., expiring S‑Plan milestones) and notify the Project Manager of required schedule updates.
• Assist the Project Manager and Supervisor with customer correspondence, obtaining approvals and signatures on time, preparing documentation for the appropriate stakeholders, and ensuring all documentation is available and correctly archived.
• Monitor invoicing status versus the billing plan, report deviations, verify collections, and prepare status information for forecast reviews, contacting the customer when issues arise.
• Update cost forecasts with actuals and incoming invoices, ensuring monthly updates before S‑Plan milestones and adherence to forecast change approval guidelines.
• Create PRs in the system upon Supervisor or Project Manager request, ensuring all required information is entered and contacting the Purchasing Coordinator when clarification is needed.
• Ensure labor is accurately planned before installation activities, create subcontracting PRs, and plan installation hours for KONE fitters and testers.
• Participate in the Pre‑Delivery Review and ensure correct cost planning to support accurate PoC (Percentage of Completion) revenue recognition at MS3c confirmation.
• Assist the Supervisor with document management of fitters and subcontractors in coordination with the Installation Resource Manager.
• Handle project logistics requests and support the PM and Supervisor by coordinating with the Logistics Coordinator.
• Monitor actual costs versus plans, report deviations, and prepare revenue and cost plan status information for forecast reviews.
• Utilize correct activities and cost elements when booking actual costs, and verify invoices without POs/GRs against planned primary costs.
• Administer change orders/variation sales, ensuring timely contract change handling, correct order registration and booking in the system, and communication of changes across relevant functions.
• Handle contract/scope‑related claims, maintaining customer correspondence and documentation.
• Monitor project gates and S‑Plan accuracy, maintaining the S‑Plan schedule in the system between MS 0b and 2z in coordination with the CSE Team.
• Compile end‑of‑project documentation sets for submission to Customer Maintenance and for archiving.
• After the pre‑closing review, set accurate planning of remaining costs for an accurate Late Costs plan.
• Ensure correct system status management for sales recognition of orders, closing them, and preparing them for archiving.