Applus IDIADA : Admin & Project Coordinator at Applus IDIADA

Pune, maharashtra, India -

Full Time

Start Date

Immediate

Expiry Date

27 May, 26

Salary

0.0

Posted On

26 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Billing, WIP Management, Coordination, Communication, Resource Tracking, Timesheet Management, License Management, Expenses, Procurement, Organizational Skills, Analytical Skills, Documentation, Follow Up, MS Office, ERP Tools, SAP

Industry

Engineering Services

Description

Company Description Applus+ IDIADA is a global partner to the automotive industry with over 30 years’ experience supporting our clients in product development activities by providing design, engineering, testing, and homologation services. IDIADA’s success in product development is built on a unique blend of highly experienced engineers, state-of-the-art test and development facilities and the constant drive towards innovation. The company has over 2,850 professionals and an international network of subsidiaries and branch offices in 22 countries, ensuring our clients receive customized, added-value solutions. IDIADA offers you the opportunity to develop a professional career in one of the leading-edge automotive engineering companies. Are you ready to challenge yourself, enhance your technical skills, working in a thriving environment and alongside world-leading experts? Then, apply for one of our job vacancies. Engineering services: Comprehensive design, engineering, and validation capabilities for complete vehicle development projects: CAD, CAE and testing of all major vehicle functionalities. Proving grounds: The most comprehensive proving grounds in Europe and Asia, located in Spain and China. Both test tracks offer excellent customer support and facilities that provide the highest standards of safety and confidentiality. Homologation services in accordance with all European EC and ECE Regulations. We are also accredited for Australia, Europe, Japan, Taiwan, Malaysia and give consultancy to other countries and regions such as South America (including Brazil), China, Middle East, Gulf Countries, ASEAN, USA and Canada, among others. Job Description 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 Qualifications Bachelors degree in business administration, Finance, Engineering, or related field 2 -5 years of experience in operations, project coordination, or billing management. Proficiency with MS Office and project/ERP tools, SAP, SAP Ariba Experience in engineering, technical, or project-driven environments (preferred) Additional Information What do we offer Global approach Travel to IDIADA’s main technical center near Barcelona and to other IDIADA locations in more 20 countries in Asia, America, and Europe Competitive package High technologies services International collaboration with regional markets If you are a proactive, cooperative and client-oriented person with innate leadership and a passion for the work well done, apply here and give us the opportunity to get to know you in depth. Applus IDIADA is committed to equality, diversity and inclusion. We don’t put limits on you, so don’t put limits on yourself either. There is a place for everyone.

Responsibilities

The Project Coordination Specialist oversees critical administrative and financial operations including billing, monthly financial processes, resource tracking, and managing interdepartmental workflows between teams, Finance, HR, and vendors. Key duties involve managing billable hours, expenses, license validity, timesheet approvals, WIP reporting, and project administration within internal systems.