Project Order Administrator Full Time

Project Order Administrator

The Project Order Administrator plays a crucial role in ensuring smooth coordination and management of project orders within the organization. This role is responsible for handling order processing, tracking, and documentation while working closely with project teams, factories, and customers to ensure timely delivery and successful execution of projects.

In This Role, Your Responsibilities Will Be:

Order Entry:

• Assume responsibility for MEA WA order entry on all Flow Controls Main equipment’s, and parts orders received from LBP/Sales
• Process project orders accurately and efficiently from initiation to completion.
• Review contracts at quote & order stage received from Sales to focus on KOB1 & 2 project led orders and work with Customer Service, Sales & Plant personnel to resolve issues, if any.
• Extend support to project management team to review and comment on draft contracts at quote stage.
• Study the latest commercial terms changes and advise partners in case of changes. Eg. Country specific regulations (tax, import process, bank process etc)
• Supervise sales to operations handover issues, missing contractual terms, incorrect payment term, impact on sales recognition.
• Load & run orders into FF2 and ORC systems and any other internal systems as required.
• Coordinate with the Logistics and Warehouse teams to ensure shipments are delivered per INCOTERMS, supporting timely delivery across the organization.
• Check payment terms thoroughly and apply for the bank submission documents i.e., Letter of Credit, Cash Against Documents, Bank Guarantees, etc.
• Follow-up with factory for on-time delivery and proof of deliveries.
• Forecast monthly sales plans for project orders and coordinate with the team, customer service, and factories to ensure targets are met.
• Serve as the primary point of contact for order-related inquiries, ensuring clear and timely communication with customers, suppliers, and internal teams throughout the order lifecycle.
• Dispute Resolution: Collaborate with project managers, procurement, logistics, finance, sales, and customers to resolve order discrepancies, delays, and payment collection issues.
• supervise quality control measures to maintain high standards, and identify and implement process improvements for greater efficiency.

Date Management:

• Ensure alignment of customer request date with enterprise lead time (ELT).
• Ensure Purchase order delay does not impact ELT.

Change Orders:

• Receive and handle various types of change orders from MEA Sales on time.
• Motivate change order metrics management, classification, and impact on ELT.

Documentation:

• Prepare, verify, and maintain accurate order-related documentation, including contracts, purchase orders, and invoices.
• Maintain and update order tracking file and records to ensure data accuracy.
• Review draft Letter of Credit at Quote stage and provide inputs to project management team and customer, as required.
• Ensure that vital docs are submitted to Finance and Customers as per the requirement detailed in the order on time with 100% accuracy.
• Ensure Bank Guarantee submission is on-time in line with Purchase order requirement.

Who you are:

• You effectively communicate in various settings: one-on-one, small and large groups, or among diverse styles and position levels.
• You build constructive relationships with people both similar and different to yourself.
• You focus on creating an effective collaborative style.
• You push yourself and help others achieve results.
• You deal comfortably with the uncertainty of change.

For this Role, You Will Need:

• Bachelor’s degree in Engineering (Mechanical or Instrumentation), or equivalent experience.
• 5+ years of Experience in the same field.

Preferred Qualifications that Set You Apart:

• Experience in Inside Sales, Order Entry (Technical)
• Proficiency in oracle systems and Microsoft Office.
• Attention to detail and strong problem-solving capabilities