Project Coordinator

KONE; Finland; Hybrid; EUR 45,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

25 days + holidays

Bank holidays

Volunteering day

Pension scheme

Health insurance

Bonus

PDI

Dental insurance

Gymflex membership

Life insurance

Critical illness cover

KONE discounts

Cycle to work

Long service awards

GP support

Wellbeing access

Employee assistance program

Hybrid working

Career development

Job summary

KONE Finland seeks a Project Coordinator to lead core administrative tasks within Delivery Operations, from handover from Sales to Delivery to handover to customers. You will support the Project Manager and Construction Manager and manage project documentation, cost planning, invoicing, and related purchasing activities in the system.

You will ensure proper approvals, handle change orders, support customer communications, and coordinate labour planning with KONE fitters in the system.

Qualifications

• Administrative tasks experience.
• Ability to manage and comprehend contract terms and conditions as well as contract financials and interpret general business regulations.
• Ability to present effectively business information and working in groups of managers, customer, and general contractors.
• Capability to write reports and professional business correspondence.
• Ability to solve practical problems and deal with a variety of concrete variables.
• Cost management is beneficial.
• Customer Experience KONE programs.
• KONE Project Management Framework.
• Proficient in Microsoft Office products.
• SAP system and functionality knowledge.

Responsibilities

• Pro-actively supports the Project Manager and Construction Manager to monitor actual vs planned costs and report deviations.
• Monitor forecast changes on monthly basis and ensure approvals.
• Verify invoicing and collection status and report deviations.
• Participate in Project Reviews and ensure correct cost planning for revenue recognition.
• Set correct sales status and plan remaining costs after pre-closing review.
• Administer change orders.
• Prepare purchase requests and monitor PO creation and invoice checks.
• Support customer correspondence and documentation for approvals and potential claims.
• Plan labour accurately before installation and manage subcontracting purchase requests and installer hours.

Skills

Admin tasks experience

Contract terms & financials

Presentation skills

Business correspondence

Problem solving

Cost management

Customer Experience (KONE)

KONE Project Management Framework

MS Office proficiency

SAP knowledge

Tools

Microsoft Office

SAP

Job description

Purpose

The Project Coordinator (PC) leads the main administrative tasks under the Delivery Operations scope, meaning "from the handover from Sales to Delivery until the handover to our Customers and Service". The PC is the main support for the Project Manager and Construction Manager including customer´s communication when required. PC reports to the Delivery Operations Manager and cannot be combined with a Sales Administrator role.

Project Coordinator core responsibilities are:

• The PC leads and supports pro-actively the main administrative tasks under project execution scope being the main support to Project Manager and Construction Manager. The PC is a key support by performing primary administrative tasks within the project such as dynamic cost planning managing project documentation, update of good receipt, invoice triggering, and all support required during project closing.
• The PC reports to the Delivery Operations Manager to coordinate, evaluate, and develop a team of professionals so that the organization has access to the materials and inputs it needs to operate. This ensures that all tasks are handled consistently and on time.

Project Administrative work

• Pro-actively supports the Project Manager and Construction Manager to monitor actual vs planned costs and report of deviations, also the proper booking of actual costs and the preparation of all revenue and cost plan status information and financial Forecast in general to ease the forecast review by the Project Manager.
• Monitors and updates the forecast on monthly basis as minimum. Ensuring that front-line guidelines regarding to forecast change approvals are followed.
• Verifies the invoicing and collection status of the project towards billing plan and reports deviations to support in case issues are found.
• Participates as needed in the different Project Reviews after booking and is responsible for the correctness of the cost planning in the system to have a correct POC (Percentage of Completion) revenue recognition from the start of installation.
• After the pre-closing review, the PC is responsible for setting in the system the correct status for sales recognition and the planning of the remaining costs to create a Late Costs plan.
• Is responsible for administration of change orders.
• Prepares purchase requests by ensuring all needed information is included, monitors the creation of purchase orders in the system and checks invoices without Purchase order and goods receipt.
• Supports Project Manager and Construction Manager 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 specially in case of a potential claim.
• Based on Construction Manager input, you will be responsible for ensuring that the labour is accurately planned before installation activities are performed, including the correct creation of subcontracting purchase requests and the correct planning of the installation hours by KONE fitters and testers in the corresponding activities in the system.
• Supports Construction Manager with the document management of the fitters and subcontractors in coordination with the Installation Resource Manager.

Skills & experiences:

• Administrative tasks experience.
• Ability to manage and comprehend contract terms and conditions as well as contract financials and interpret general business and governmental regulations.
• Ability to present effectively business information and working in groups of managers, customer, and general contractors.
• Capability to write reports and professional business correspondence.
• Ability to solve practical problems and deal with a variety of concrete variables.
• Cost management is beneficial.
• Customer Experience KONE programs.
• KONE Project Management Framework.
• Proficient in Microsoft Office products.
• SAP system and functionality knowledge.

What KONE can offer:

• We offer a competitive salary, 25 days + Bank Holidays +1 paid Volunteering Day, Company Pension Scheme, Health Insurance, Bonus, PDI, Dental Insurance, Gymflex Membership, Life/Partner Assurance & Critical Illness Insurance, Kone Discounts, Cycle to Work Scheme, Long Service Awards, 24/7 GP Support & Wellbeing Access, Employee Assistance Programme, Hybrid Working and Career Development Opportunities to support and help you achieve your goals.

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 w