Project Admin & Documents Controller

About KONE

As a globally recognized leader certified as a Top Employer, KONE is committed to redefining the future of work by fostering an environment of excellence, innovation, and sustainability. Our dedication to creating a better world of work is reflected in our exceptional people practices, which prioritize collaboration, diversity, growth, and employee wellbeing. At KONE, we believe in empowering our teams to achieve their highest potential while maintaining the highest standards of quality and efficiency. Join us in shaping a workplace where ambition meets opportunity, and where every individual’s contribution is valued and recognized.

Position Overview

We are seeking a dynamic and meticulous Project Admin & Documents Controller to join our team. In this pivotal role, you will provide essential support to Project Managers by overseeing critical project management tasks, including financial forecasting, documentation control, and compliance with billing plans. Your organizational prowess and attention to detail will ensure seamless project execution, accurate record-keeping, and timely communication with stakeholders. If you thrive in a fast-paced environment and are passionate about driving operational excellence, this is the opportunity for you to make a meaningful impact.

Key Responsibilities

• Financial and Project Monitoring: Assist Project Managers by maintaining and updating project financial forecasts, ensuring accurate posting of actuals, and monitoring invoicing status against the billing plan. Identify and report any deviations to facilitate proactive decision-making.
• Documentation and Compliance: Manage the lifecycle of project documentation, from creation and review to version control and archiving. Ensure all documentation is readily available, properly filed, and accessible to the right stakeholders when needed.
• Customer Correspondence and Approvals: Support Project Managers and Supervisors by handling customer correspondence, securing timely approvals and signatures, and preparing documentation for key stakeholders. Act as a liaison to ensure smooth and compliant interactions with clients.
• Change Orders and Claims Management: Administer change orders and variation sales in accordance with project requirements. Collaborate with the Project Manager to handle contract and scope-related claims, maintaining organized records of customer correspondence and supporting documentation.
• Logistics Coordination: Address project logistics requests and coordinate with the Logistics Coordinator to ensure timely and efficient support for project needs.
• Reporting and Forecasting: Prepare and present revenue and cost plan status information for forecast reviews. Verify collections, report deviations, and provide insights to support financial planning and customer engagement.

Qualifications and Skills

• Education: Bachelor’s degree in Business Administration or a related field.
• Experience: Minimum of 3 to 5 years in a similar administrative or project support role, with a proven track record in financial monitoring and documentation management.
• Technical Proficiency: Advanced user of MS Office applications, particularly MS Excel, with a strong aptitude for data analysis and reporting. Proficiency in SAP is mandatory.
• Communication: Exceptional written and verbal communication skills in both Arabic and English, with the ability to liaise effectively with diverse stakeholders.
• Organizational Abilities: Demonstrated expertise in coordination, follow-up, and multitasking, with a keen eye for detail and accuracy.

Why Join KONE?

At KONE, we are dedicated to fostering an innovative and collaborative work culture where every individual’s contributions are recognized and valued. Our commitment to employee engagement is reflected in our inclusive practices, which encourage the sharing of ideas and active participation. Sustainability is at the core of our operations, and we uphold the highest ethical standards in all our business practices. As a trusted global employer, we offer a dynamic work environment where you can achieve your career aspirations while maintaining a healthy work-life balance. Join us and become part of a team that is shaping the future of work, one project at a time.