Project Administrator (Project Management and Engineering)

alfalaval; Houston (TX); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Alfa Laval seeks a Project Administrator to support the Project Management & Engineering organization, coordinating project execution from handover through completion. You will collaborate with Project Managers, Sales, Accounting, Engineering, Operations, and other stakeholders to ensure projects are established, financially maintained, and managed throughout their lifecycle.

This role serves as a key operational partner for ensuring financial accuracy, invoicing support, and data integrity

Qualifications

• Bachelor's degree in Engineering, Finance, Supply Chain Management, Operations Management, Business Administration, or related field.
• Experience in supporting project management and project engineering in a manufacturing setting is preferred.
• Experience coordinating cross-functional teams including Sales, Project Management, Purchasing, Engineering/Design, and Accounting.
• Strong problem-solving skills to proactively resolve operational challenges.
• Experience investigating customer issues and supporting corrective action processes.

Responsibilities

• Review, validate, register, and maintain project, rental, and component orders.
• Ensure project documentation and required information are complete and accurate prior to project handover.
• Support project teams throughout the project lifecycle, from setup through completion.
• Coordinate activities across Project Management, Sales, Accounting, Engineering, Purchasing, and Operations.
• Maintain project financial data and support accurate project reporting.
• Process and monitor invoicing milestones, forecast updates, and backlog maintenance activities.
• Assist with project cost tracking, budget monitoring, credit/debit processing, and financial issue resolution.
• Partner with Sales teams regarding commission-related activities tied to project invoicing milestones.
• Monitor and maintain data integrity across ERP and financial systems.
• Ensure project information is accurate, current, and aligned across business platforms.
• Support reporting and analysis using business systems and Microsoft Office tools.
• Coordinate claims administration activities, including documentation, investigation, required purchases, and cost reporting.
• Assist with invoice approvals, utilization reporting, time entry support, and other business unit administrative activities.
• Research and resolve operational issues while collaborating with stakeholders to determine corrective actions.
• Identify opportunities to improve project administration processes and workflows.
• Support operational excellence initiatives that improve efficiency, quality, and customer experience.
• Contribute ideas and solutions that simplify processes and strengthen project execution practices.

Skills

Project coordination

Cross-functional teams

ERP/MRP systems

Excel

Stakeholder management

Communication

Organizational skills

Education

Engineering degree

Finance degree

Supply Chain Management degree

Operations Management degree

Business Administration degree

Tools

ERP software

Job description

Every day, we get opportunities to make a positive impact - on our colleagues, partners, customers and society. Together, we're pioneering the solutions of the future and unlocking the full potential of precious resources. Trusted to act on initiative, we challenge conventional thinking to develop world-leading technologies that inspire progress in vital areas, including energy, food, water and shipping.

As we push forward, the innovative, open spirit that fuels our 140-year-old start-up culture and rapid growth also drives our personal growth. So, as we shape a more resourceful, less wasteful world, we build our careers too.

About the job

We are seeking a Project Administrator to support our Project Management & Engineering organization by coordinating project execution activities from project handover through completion. In this role, you will partner closely with Project Managers, Sales, Accounting, Engineering, Operations, and other stakeholders to ensure projects are accurately established, financially maintained, and effectively managed throughout their lifecycle.

This position serves as a key operational and administrative partner to Project Managers, helping maintain project financial accuracy, support invoicing activities, coordinate claims and purchasing activities, monitor data quality, and drive continuous improvement initiatives across project execution processes.

Success in this role requires strong organizational skills, attention to detail, effective communication, and the ability to build relationships across multiple business functions. You will work in a fast-paced environment supporting multiple projects simultaneously while contributing to operational excellence and customer satisfaction.

This is an excellent opportunity for professionals interested in project administration, project coordination, operations, manufacturing, supply chain, or developing toward a future career in project management.

This is an on-site hybrid role in Houston, TX or Richmond, VA.

As a part of the team, you will:

• Review, validate, register, and maintain project, rental, and component orders.
• Ensure project documentation and required information are complete and accurate prior to project handover.
• Support project teams throughout the project lifecycle, from project setup through completion.
• Coordinate activities across Project Management, Sales, Accounting, Engineering, Purchasing, and Operations teams.
• Maintain project financial data and support accurate project reporting.
• Process and monitor invoicing milestones, forecast updates, and backlog maintenance activities.
• Assist with project cost tracking, budget monitoring, credit/debit processing, and financial issue resolution.
• Partner with Sales teams regarding commission-related activities tied to project invoicing milestones.
• Monitor and maintain data integrity across ERP and financial systems.
• Ensure project information is accurate, current, and aligned across business platforms.
• Support reporting and analysis activities using business systems and Microsoft Office tools.
• Coordinate claims administration activities, including documentation, investigation, required purchases, and cost reporting.
• Assist with invoice approvals, utilization reporting, time entry support, and other business unit administrative activities.
• Research and resolve operational issues while collaborating with stakeholders to determine corrective actions.
• Identify opportunities to improve project administration processes and workflows.
• Support operational excellence initiatives that improve efficiency, quality, and customer experience.
• Contribute ideas and solutions that simplify processes and strengthen project execution practices.

At Alfa Laval, we pride ourselves on creating an inclusive and dynamic workplace that values diverse perspectives and experiences. While we typically welcome applicants from all locations, currently, we are prioritizing candidates who reside in the US or have an established presence in the area. Visa sponsorship is not available for this role.

What you know:

• You have a Bachelor's degree in Engineering, Finance, Supply Chain Management, Operations Management, Business Administration, preferred or a related field, and:
• Minimum of 3 years of experience in supporting various aspects of project management and project engineering within a manufacturing setting preferred.
• Experience coordinating cross-functional teams including Sales, Project Management, Purchasing, Engineering/Design, and Accounting.
• Strong problem-solving skills with the ability to identify and resolve operational challenges proactively.
• Experience investigating customer issues and supporting corrective action processes preferred.
• Proficiency in ERP/MRP systems and Microsoft Office applications, particularly Excel.
• Excellent organizational, communication, and stakeholder management skills.
• Ability to work independently while collaborating effectively across multiple