Project Administrator

Responsibilities

• Support the Order Fulfilment Process, including Sales Order Processing; requesting Production of goods; Shipment and Delivery of product to support Implementation and Installation with in the Elekta Systems.
• Secure the transition of new order bookings to the Project Management Team, liaise 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.
• Maintain the new order process from CLM system (Salesforce) into the ERP system (Infors M3), ensuring data quality for best in class business informatics, including data accuracy for delivery of revenue and timely generation of invoices.
• Work on problems and situations of diverse scope & increasing complexity, analyzing requirements and data to determine next steps or resolution.
• Understand Elekta’s products and technologies, as well as internal policies, to ensure projects are fulfilled in a timely manner and confirm to all required parameters.

Requirements

• Review contract requirements to ensure accuracy and completeness of the order booking process.
• Complete order booking process, driving customer orders to the ERP system against relevant Product Supply Centers.
• Communicate with the Project Management Team to align dates with the Project Schedule.
• Ensure all shipment dates, including transit times, are aligned with customer orders to meet delivery dates as indicated in the Project Schedule.
• Evaluate current vendor lead times to purchase all contractually required Third Party items to meet forecasted installation dates.
• Track all shipments to ensure consolidation at regionally supported warehouses is complete to support project delivery timeline.
• Inform the Project Management Team of any shipment and delivery risks 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.
• Process internal activities related to projects from initiation to closure.
• 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.
• Perform other duties as assigned or requested.

Qualifications

• College Degree in Business or equivalent work experience.
• Strong organizational, planning, time, and task management skills.
• 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.
• Root Cause Analysis skills.
• Ability to collect, organize, and analyze complex data, summarize findings, develop conclusions and recommendations from appropriate data sources.
• Understanding of basic finance and accounting concepts and terminology.
• Strong PC skills in Word, Excel, and Power Point.

Skills

• 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.
• Organizational, planning, time, and task management skills.
• Logistics knowledge.
• Root Cause Analysis skills.
• Ability to collect, organize, and analyze complex data, summarize findings, develop conclusions and recommendations from appropriate data sources.
• Understanding of basic finance and accounting concepts and terminology.
• Strong PC skills in Word, Excel, and Power Point.