Project Administrator

Elekta; Atlanta (GA); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Elekta in Atlanta, GA is seeking a Project Administrator to support the Order Fulfilment Process across Sales Order Processing, production requests, shipment and delivery to meet installation timelines. The role ensures accurate data transfer from Salesforce to Infors M3, maintaining invoices, orders, and shipment details to secure revenue and timely invoicing.

It requires collaboration with Project Managers and Product Supply Centers.

Qualifications

• Effective written and verbal communication skills are required.
• Ability to multi-task and maintain attention to detail in a fast-changing environment.
• Strong organizational, planning, time and task management skills.
• Ability to work independently and as part of a team.
• Overnight travel up to 5% may be required.

Responsibilities

• Review contract requirements to ensure accuracy and completeness of order bookings.
• Complete order booking process driving customer orders to the ERP system.
• Coordinate with Project Management Team to align dates with the project schedule.
• Ensure shipment dates and transit times meet delivery dates per schedule.
• Procure Third Party items to meet forecasted installation date.
• Track shipments to ensure consolidation at regional warehouses for project delivery.
• Inform Project Management Team of shipment/delivery risks being tracked.
• Generate customer invoices timely per contract terms and project schedule.
• Update and maintain project data in the ERP system.
• Process internal project activities from initiation to closure.
• Handle contract amendments after approval and execution.
• Coordinate with Regional Logistics to ensure on-time delivery from storage to site.
• Process product returns to Product Supply Center and Spares Warehouses as needed.
• Represent department at weekly project planning meetings.
• Incorporate Elekta values into all department functions.
• Relevant knowledge, skills and competencies include finance concepts and data analysis.

Skills

Communication

Multi-tasking

Detail oriented

Independent work

Teamwork

MS Office

Education

College Degree in Business or equivalent

Tools

Excel

PowerPoint

Word

Job description

The Project Administrator will support the Order Fulfilment Process, which includes Sales Order Processing; requesting Production of goods; Shipment and Delivery of product to support Implementation and Installation with in the Elekta Systems.

The key elements of this role include securing the transition of new order bookings to the Project Management Team, liaising with the Project Managers and Product Supply Centre’s to secure shipment and consolidation of goods at the regional storage facilities to support timely delivery of product to meet the pre-defined installation timeline.

Whilst maintaining the new order process from CLM system (Salesforce) into the ERP system (Infors M3), data quality is key to secure best in class business informatics, therefore data accuracy is paramount for delivery of revenue and timely generation of invoices which will be maintained by the Project Administrator. Areas of such data quality can include but not limited to creation, maintenance, and generation of invoices; order processing completeness upon turnover to Project Management Team; and shipment detail completeness.

The Project Administrator will work on problems and situations of diverse scope & increasing complexity where analysis of requirements and data is used to determine next steps or resolution.

The Project Administrator will understand Elekta’s products and technologies, as well as Elekta’s internal policies to ensure that Elekta projects are fulfilled in a timely manner and confirm to all required parameters.

This is a Hybrid Role in Atlanta, GA

Responsibilities –

• Review contract requirements to ensure accuracy and completeness of the order booking process
• Complete order booking process, which will drive customer orders to the ERP system against relevant Product Supply Centers.
• Communication with the Project Management Team will help ensure dates are aligned with the Project Schedule.
• Ensure all shipment dates, including shipment transit times, are aligned with the customer orders to meet delivery dates as indicated in the Project Schedule.
• Ensure all contractually required Third Party items are purchased to meet forecasted installation date by evaluating the current vendor lead times.
• Tracking of all shipments to ensure consolidation at regionally supported warehouses is complete to support project delivery timeline.
• Communication with the Project Management Team to inform of any shipment and or delivery risks that are being tracked by the Team.
• Ensure all customer invoices are generated in a timely manner in accordance with the contractual payment terms and project schedule.
• Update and maintain project data requirements within the ERP system.
• Action internal activities related to projects from initiation to closure.
• Processes contract amendments in a timely manner after approval and execution.
• Work closely with Regional Logistics Companies to ensure delivery from storage to site is completed on time as per logistics booking.
• Process product returns to Product Supply Center and Spares Warehouses as needed.
• Represent department at weekly project planning meetings, such as production scheduling with Product Supply Centers
• Other duties as assigned or requested.
• Incorporate Elekta values into all department functions and responsibilities
• Relevant Knowledge, skills and competencies - (For the role, specify the following: - educational background and knowledge, - details of relevant experience, - skills required for the role, - key performance competencies that are required)

Skills Required --

• Effective written and verbal communication skills, strong ability to multi-task and attention to detail.
• Ability to work in a rapidly changing environment without direct supervision and across multiple levels of the organization.
• Ability to work both independently and as part of the team.
• College Degree in Business or equivalent work experience
• Strong organizational, planning, time, and task management skills.
• Logistics knowledge plus but not required.
• Root Cause Analysis skills
• Ability to collect, organize and analyze complex data, summarize findings, develop conclusions and recommendations from appropriate data sources.
• Understand basic finance and accounting concepts and terminology
• Strong PC skills in Word, Excel, and Power Point.
• Position requires overnight travel for less than 5% of the time.
• The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: While performing the duties of this job, employee is occasionally required to stand, walk, sit, and use hands to handle objects and tools; reach with hands and arms, talk and hear. Employee must occasionally lift and/or move light to moderate weight. Specific vision abilities required by the job include close vision and the ability to adjust focus.

Work Environment: The noise level and temperature in the work environment is usually moderate. Travel: Must be able to travel up to 5% of the time.