Project Administrator; Entry Level

Full job description:
Project Administrators – Project Management Office – Idox India, Pune, Maharashtra (Office based)

With the success of our specialist Development and Testing activities based in our Pune office and ambitious growth plans to triple our number of employees in India in the next 18 to 24 months, we are recruiting for Project Administrators to join our international Project Management Office. The role of the PMO is to maximise predictable revenues by planning, executing and finalising customer delivery projects according to deadlines and budgets.

This includes coordinating the efforts of all team members in order to deliver projects according to plan.

• Process sales orders, ensuring correct authorisation has been received if required.
• Issue order confirmation to internal and external customers.
• Process 3rd party purchase orders in line with project timing.
• Place purchase orders with suppliers for hardware and consumables.
• Manage the consumable supplier relationship and process orders with them.
• Manage and maintain 3rd party licence returns.

• Learn to manage the delivery of project orders and engagements, typically application upgrades and training.
• Take responsibility for the co‑ordination and progress monitoring of assigned orders and work packages.
• Manage queries and support requests from across the business using Hornbill.
• Maintain a professional services automation system, eventually taking responsibility for revenue forecasting.
• Assist with customer requests and project issues.
• Cover for colleagues and update them upon return.
• Set up and raise project invoices, ensuring customer acceptance in advance; maintain a regular check of all orders to ensure invoice due dates are accurate and all delivered services are invoiced.
• Maintain the project library and ensure compliance with relevant standards and processes.

• Process requests for services using scheduling software, ensuring correct order details are included in the booking.
• Work closely with Account Managers, Project Managers and customers to co‑ordinate and confirm work schedules for on‑site and off‑site services.
• Liaise with team managers for all service deliveries.

• Process licensing requests for Idox and third‑party products and act with suppliers or internally as required.
• Distribute licence keys.

• Ensure that Maintenance, Managed Service and Hosting elements are identified correctly on orders.
• Work with Project Managers to ensure these are invoiced at the correct point in the project and set up for annual renewals.
• Assist in processing annual/quarterly/monthly renewals for subscription services.

• Manage publication and organisation of scheduled training courses.
• Manage transport and return of portable training kit between sites.
• Book scheduled training venues.

• Provide regular and ad‑hoc operational and management reports to Line Manager and Department Heads.
• Write and maintain working processes with other duties to support the team, as defined by line manager.
• Ensure KPIs are met, including project scheduling and support call handling.

• Enthusiastic, pro‑active and keen to learn.
• Initiative and self‑driven.
• Good written and oral communication skills.
• Attention to fine detail.
• Proactive with a logical approach, able to complete and finish tasks.
• Familiarity with MS Office, PowerPoint and Excel.
• Open to learning and development.
• Professional with customers and colleagues.
• Ability to prioritise own work and manage deadlines effectively.
• Confidence in dealing with challenging situations and resolving ambiguities.