Project Administrator

Join our team as an Associate in Customer Project Document Management, where you'll play a vital role in ensuring project success. You'll be the go-to resource for organizing, managing, and maintaining project documentation that keeps teams aligned and customers satisfied.

 

What will you do?

 

Project Admin

• Order Booking and Project Setup Management
• Coordinate with Sales and Project Control and Project Management teams to ensure timely and accurate order booking in the system.
• Create and monitor Management Project Evaluation (MPE) submissions and approval processes.
• Create, maintain, and update the WBS (Work Breakdown Structure) in SAP.
• Prepare and process Variation Orders (VO) when required.

 

Purchase Order and Invoice Process Support

 

• Create External Purchase Requisitions (EPR) in the system to support procurement activities.
• Process Request for Invoice (RFI) documentation for invoicing purposes.
• Coordinate with relevant stakeholders to resolve issues related to invoicing activities.

 

Project Administration

• Collect monthly man-hour consumption data from Project Managers and Engineering teams.
• Man-Hour (MH) Consumption and Forecast Management in ALMA.
• Follow up with Project Managers and Engineering teams to ensure timely submission of MH reports and forecasts.
• Collect, organize, and maintain project data and records in OneDrive to ensure data availability and traceability.
• Support Project Managers and project teams with administrative activities and reporting requirements.
• Ensure project information and supporting documents are updated, complete, and accessible for operational and audit purposes.

 

Project Planning & Document Control

 

• Sales and Invoice Forecast Management
• Coordinate with Project Managers, Project Control, and Finance teams to develop accurate sales and invoices’ forecasts.
• Monitor forecast performance and regularly update forecast data in SAP system.
• Drive and follow up with Project Managers to achieve committed sales and invoicing targets.

 

Document Control Management

• Coordinate with customers, engineering teams, and vendors for the submission of project documentation.
• Develop and maintain the Vendor Document Requirement List (VDRL), including submission and approval schedules.
• Monitor and control the document review and approval process to ensure timely completion.
• Expedite document approval activities by closely following up with all stakeholders.
• Submit Manufacturing Data Records (MDR) and As-Built Drawings in accordance with project and contractual requirements.
• Maintain document control records and ensure all project documentation is properly archived and accessible.

 

Customer Project Support

• Invoicing Process.
• Prepare and compile invoice documentation in accordance with contractual and customer requirements.
• Prepare Bank Guarantee (BG) submission documents, if any.
• Monitor invoice submission status and follow up with customers to ensure timely payment and issue resolution.
• Monitoring and controlling T&C and ToP in the contract
• Monitor invoice submission status to ensure timely billing and compliance with the contract Terms & Conditions (T&C) and Terms of Payment (ToP).
• Communicate with customers to follow up on outstanding invoices.
• Coordinate project handover activities to the Service team upon project completion
• Compliance and Project Documentation Monitoring
• Monitor the completeness and accuracy of project documentation to support compliance and audit requirements.
• Maintain proper project records and documentation for future reference and audit readiness.

 

What qualifications will make you successful?

• Exceptional attention to detail and a commitment to maintaining accurate, compliant records
• Flexibility to adapt to shifting project needs and manage competing priorities effectively
• Team-oriented approach with a passion for supporting project success and customer satisfaction
• Practical problem-solving skills to navigate documentation challenges within established frameworks
• Bachelor Degree in Business Administration, Economics or equivalent.
• 1 – 2 years related experience
• (1) Understand the financial terms (Gross Margin, CCO - Consolidated Contribution Margin, EBIT - Earnings Before Interests and Taxes …), (2) Understand the commercial terms (Incoterms, payment terms…) (3) General Contract, Commercial knowledge
• Good communication skills.
• Computer proficiency in MS office
• Customer satisfaction oriented & Quality assurance oriented
• Supervisory skill and teamwork building
• Good Spoken & written English

Rewards designed for you

Our Total Rewards is our way of saying: We see you and we value you. It’s more than just pay and benefits—it’s a meaningful investment in you. It is designed to help you perform, grow, feel safe, and elevate your potential. The package helps you care for yourself and your family, plan your future, grow your skills and career, collaborate in an inclusive workplace, and contribute to your community. At Schneider Electric, we’re here for what matters most to you. Discover more at our Career Page.

* Country-specific programs and initiatives may be available.

 

Looking to make an IMPACT with your career?

When you are thinking about joining a new team, culture matters. At Schneider Electric, our values and behaviors are the foundation for creating a great culture to support business success. We believe that our  IMPACT values – Inclusion, Mastery, Purpose, Action, Curiosity, Teamwork – starts with us.

IMPACT is also your invitation to join Schneider Electric where you can contribute to turning sustainability ambition into actions, no matter what role you play. It is a call to connect your career with the ambition of achieving a more resilient, efficient, and sustainable world.

We are looking for IMPACT Makers; exceptional people who turn sustainability ambitions into actions at the intersection of automation, electrification, and digitization. We celebrate IMPACT Makers and believe everyone has the potential to be one.

Become an IMPACT Maker with Schneider Electric – apply today!

€40 billion global revenue
+9% organic growth
150 000+ employees in 100+ countries

 

 

You must submit an online application to be considered for any position with us. This position will be posted until filled.

 

Schneider Electric aspires to be the most inclusive and caring company in the world, by providing equitable opportunities to everyone, everywhere, and ensuring all employees feel uniquely valued and safe to contribute their best. We mirror the diversity of the communities in which we operate, and ‘inclusion’ is one of our core values. We believe our differences make us stronger as a company and as individuals and we are committed to championing inclusivity in everything we do.

 

At Schneider Electric, we uphold the highest standards of ethics and compliance, and we believe that trust is a foundational value. Our Trust Charter is our Code of Conduct and demonstrates our commitment to ethics, safety, sustainability, quality and cybersecurity, underpinning every aspect of our business and our willingness to behave and respond respectfully and in good faith to all our stakeholders. You can find out more about our Trust Charter here
 
Schneider Electric is an Equal Opportunity Employer. It is our policy to provide equal employment and advancement opportunities in the areas of recruiting, hiring, training, transferring, and promoting all qualified individuals regardless of race, religion, color, gender, disability, national origin, ancestry, age, military status, sexual orientation, marital status, or any other legally protected characteristic or conduct.