Project Support Administrator

3 weeks ago

Pune Maharashtra, India IDOX plc Full time

**Project Administrators**

**Project Management Office**

**Idox India, Pune, Maharashtra (Office based)**

**About the role**

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 Project Management Office (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.

The PMO team is central to the delivery of hundreds of successful projects, year in, year out, and as a **Project Administrator**, you can make the role a specialism in itself or use the role to develop your career, accruing the experience necessary to eventually become a fully-fledged, autonomous project manager.

This is a fast-paced environment which demands effective prioritisation, excellent time-management and multi

This is a fantastic opportunity for ambitious professionals to develop a career in Project Management from this entry level. In particular, we are looking for self-starting individuals who are confident in their written and spoken English, and also well organised administrators, able to communicate clearly and easily with UK customers and track projects accurately. In return, Idox will provide resources, mentoring and a competitive package (including flexible working), designed to reward success as you achieve your own professional development goals as well as achieving strategic goals and targets for Idox.

**Key responsibilities**:
**Order processing and fulfilment**
- 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 the 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.

**Project Co-ordination and Support**
- 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.
- Maintenance of a professional services automation (PSA) system, eventually taking responsibility for revenue forecasting
- Assist with customer requests and project issues
- Cover for colleagues and update them as appropriate on their return
- Set up and raise project invoices, obtaining appropriate customer acceptance in advance; maintaining a regular check of all orders to ensure invoice due dates are accurate and all delivered services are invoiced
- Maintenance of the project library and compliance with relevant standards and processes.

**Resourcing**
- Process requests for services using scheduling software, ensuring that the 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 requests for services using scheduling software, ensuring that the 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.

**Software Licensing**
- Process licensing requests for Idox and 3rd party products and action these with suppliers or internally as required
- Distribution of licence keys.

**Subscription Services**
- Ensure that Maintenance, Managed Service and Hosting elements are identified correctly on orders that you are responsible for
- Work with the Project Managers to ensure these are invoiced at the correct point in the project and then set

up so that they appear on the customer’s annual renewals
- Assist in processing the annual/quarterly/monthly renewals for subscription services.

**Scheduled Training**
- Manage the publication and organisation of scheduled training courses
- Manage the transport and return of the portable training kit between sites
- Manage the booking of the scheduled training venues.

**General Responsibilities**
- Provide regular and ad-hoc operational and management reports to Line Manager and Department Heads as requested
- Writing and maintaining working processes with other duties to support the team, as defined by line manager.
- Ensuring KPIs are met including for project scheduling and support call handling

**To be successful, you’ll need to bring**:

- Enthusiastic, pro-active and keen to learn.
- Able to demonstrate initiative and be self-driven
- A good communicator both w

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