Project Administrator

Project Administrator

The Lifecycle Services (LCS) business delivers a broad portfolio of services and solutions, including engineering services (field and design), software solutions, Rockwell Automation products, and industrial automation systems.

The Project Administrator helps ensure the successful execution and financial performance of the LCS project portfolio. Being an important partner to Project Managers, the Project Administrator oversees project administration. This administration encompasses the contractual, financial, and operational aspects of projects throughout their lifecycle. It begins at order entry and continues through project completion and customer acceptance.

You will ensure compliance with contractual obligations, supports revenue recognition and financial forecasting, manages invoicing activities, and guides visibility into project performance. The Project Administrator collaborates with internal stakeholders and customers to deliver operational excellence while maintaining governance and financial controls.

Reporting to Operations Manager.

Main Responsibilities

• Review and validate contractual and commercial terms, including payment conditions, delivery requirements, invoicing milestones, warranties, bank guarantees, insurance requirements, and other contractual obligations.
• Manage project financial performance, including cost control, revenue recognition under the Percentage of Completion (POC) methodology, and margin monitoring.
• Monitor main project and operational metrics, including Aging, Unbilled, Non-Invoiced Revenue, Contingency, and Cash Flow.
• Coordinate the invoicing of services, software, equipment, and materials following contractual terms.
• Be a contact for all partners, encouraging relationships that support project success and customer satisfaction.
• Support project forecasting activities related to revenue, costs, cash flow, and gross margin.

Primary Responsibilities

• Review customer contracts and purchase orders to ensure compliance with company policies, procedures, and order entry requirements.
• Develop Sales Orders and project-related data within IFS ERP systems.
• Manage contract amendments, change orders, and commercial revisions throughout the project lifecycle.
• Participate in customer and internal meetings to address contractual matters, resolve issues, and negotiate timeline adjustments.
• Monitor project costs, expenses, commitments, and budget performance, identifying and addressing variances.
• Support project cash flow management, including customer advances, milestone billing, progress payments, and reimbursement of project-related expenses.
• Align project costs associated with internal and external resources with the approved project budget and financial plan.
• Perform financial analysis and provide regular reporting on project revenue, costs, profitability, and overall financial health.
• Maintain accurate project forecasts and contribute to monthly, quarterly, and annual business reviews.
• Partner with Project Managers to maintain project plans, dashboards, project logs, and performance tracking tools.
• Ensure project documentation is complete, accurate, and maintained following Rockwell Automation policies, quality standards, and Internal/External Audits requirements.
• Monitor project milestones, billing events, and operational activities to support successful project execution.
• Maintain data integrity across project management and ERP systems, ensuring accurate reporting and revenue recognition.

Additional Responsibilities

• Participate in quality management activities and support compliance internal controls, and plans.
• Ensure all work is performed following Rockwell Automation's Health, Safety, Environmental (HSE), and compliance policies.
• Evaluate processes, identify improvement opportunities, and contribute to productivity, quality, and operational efficiency plans.
• Participate in local, regional, and global projects aimed at standardization, process improvement, and business transformation.
• Maintain a high standard of technical accuracy, and customer focus in all activities.

Success Profile

• Financial and analytical skills.
• Knowledge of project accounting and revenue recognition concepts (POC methodology preferred).
• Experience with ERP systems
• Management skills.

The Essentials - You Will Have:

• Bachelor's degree in administration, Engineering or equivalent field.
• English speaking and writing skills (Intermediate - Advanced).

The Preferred - You Might Also Have:

• 3+ years of experience in this position - focus on Projects Administration.
• Project Management knowledge.
• Microsoft PowerPoint, Power BI.

What We Offer:

• Comprehensive mindfulness programs with a premium membership to Calm
• Volunteer Paid Time off available after 6 months of employment for eligible employees
• Company volunteer and donation matching program – Your volunteer hours or personal cash donations to an eligible charity can be matched with a charitable donation.
• Employee Assistance Program
• Personalized wellbeing programs through our OnTrack program
• On-demand digital course library for professional development... and other local benefits!