Applus IDIADA : Admin & Project Coordinator

Admin & Project Coordination : ( Looking for Female candidates )

Role Summary

Project Coordination Specialist oversees billing operations, monthly financial processes, project coordination, resource tracking, and interdepartmental workflows. The role involves close collaboration with Finance, HR, internal teams, vendors, and stakeholders to ensure accurate billing, timesheet alignment, license management, and smooth project execution.

Key Responsibilities

1. Financial & Billing Management

Review and align all monthly billable hours for multiple functional teams.

Manage monthly expenses including:

Tracking software tokens and license requirements in advance

Raising general expenses under respective cost centres

Overseeing license approvals, renewals, and coordinating license validity with Purchase & IT

Handle billing processes for various internal units:

(WIP) monitoring and monthly/milestone-based invoicing

Prepare draft invoices for validation with Finance and internal reviewers

Track vendor payments, hours alignment, and obtain necessary approvals

Convert Purchase Orders (POs) into Work Orders (WOs) for internal and cross-business-unit requirements

Review and compile expenses forwarded from other business units

2. Timesheet, WIP & Resource Management

Manage resource timesheet submissions and approvals

Coordinate monthly WIP reporting with Finance and align with concerned managers

Track monthly and quarterly backlogs

Maintain records of employee onboarding and exit movements

Create billable and non-billable tasks

Monitor billable and nonbillable hours across cost centres

3. Project Administration

Manage initiation and closure of projects in internal project management systems, including:

Setting up billable and nonbillable activities

Ensuring proper closure and documentation

Coordinate interdepartmental shipments and approval processes (e.g., document transfers, internal approvals)

Manage outsourcing activity approvals for engineering or technical work

4. Stakeholder & Interdepartmental Coordination

Coordinate onsite attendance and maintain communication with HR and internal stakeholders

Manage gate pass approvals, follow-ups, and communication with concerned parties

Send approval requests for unlocks or workflow escalations

Coordinate with department heads for approval of contractor hours and payment release

Support internal departments by reviewing and approving documentation and requests

Skills & Competencies

Strong understanding of billing, WIP, and operational workflows

Effective coordination and communication skills with cross-functional teams

Proficiency in resource tracking and timesheet management

Familiarity with license management, expenses, and procurement workflows

Strong organizational and analytical skills

Excellent documentation and follow up capabilities