Project Coordinator

1st AIM Recruiting
  • Cape Town
  • Post Date: September 15, 2016
  • Applications 0
  • Views 5513
Job Overview

The Project Coordinator will be responsible to coordinateand run the Operational Side of Lesson Desk, with respect to the Production CycleManagement and Installation of new sites, as well as Client Facing activitiesincluding status updates and invoicing.


Primary duties and responsibilities (but not limited to)

1. Production cyclemanagement

  • Sending a packing and distribution list towarehouse weekly

  • Managing and logging tickets for all stock to besent by warehouse

  • Ensuring that Warehouse and Production are keptupdated at all times

  • Ensure that the manufacturing process is donecorrectly, including design, assembly, quality and methods.

  • Overseeing Warehouse and Productions progressevery week

  • Coordinating ordering of items not covered byWarehouse

  • Ensuring Warehouse stock levels are maintained

  • Ensure all Bill of Materials are up to date.


2. Installation ofnew stores

  • Logging tickets for each week for stores thatare scheduled for installation (HD)

  • Updating and monitoring roll-out schedule everyday (HD)

  • Chasing all outstanding sign off sheets andinstallation photos on a weekly basis (HD)

  • Monitoring the WhatsApp group and providingsupport and assistance to installers in store on a daily basis (HD)

  • Monitoring External Installers and contractors(HD)

  • Attending internal roll-out update meetings

  • Management of all extra and replacement stock tobe sent to installers

  • Dealing with any store issues that get loggedfrom Helpdesk

  • Updating OPS on all schedule changes


3. Client liaisonwith roll-out updates

  • Updating client on roll-out progress and anyinstallation issues

  • Attending all client meetings to discussroll-out updates or concerns

  • Managing client roll-out queries andexpectations


4. Invoicing

  • Liaise with Finance to invoice completedinstallations every month (Hardware)

  • Liaise with Finance to invoice for all activesites on a monthly basis (Software)

  • Managing and recording the approval process ofall orders

  • Generating quotes and maintain pricelist

  • Chase outstanding PO’s

  • Monitoring the progress of invoices submitted.

  • All Invoicing, Quotation and related documentsare up to date.

  • Constant management of cost by ensuring we aregetting and maintaining the lowest possible costs to ensure we remain profitableand competitive

  • Updating finance on insurance cover for screens


5. Ad hocadministrative duties

  • Updating all hardware, installation, Warehouseand Production How To’s

  • Roll-out outlook to be sent to helpdesk everyMonday as required (HD)

  • Maintaining client store universes

  • Providing assistance to the GM of Lesson Desk ifrequired

  • Ensuring that Processes and Procedures are up todate and loaded on the wiki

  • Ensure that the supplier database is up to dateand securely managed.

  • Ensure all Documentation & PPP is up to date


6. Third PartyRelationships

  • Maintain all aspects of client relationships toensure they remain regular, happy client.

  • Ensuring all client issues/problems are sortedwithin agreed SLA.

  • Maintain all supplier relationships to ensuredeliverables are met, best prices given and effort is made on their part as andwhen required.

  • Maintain all internal relationships by ensuringSLA’s are up to date and expectations are managed


Minimum Requirements

  • Matric / Grade 12 or equivalent certificateessential

  • Tertiary Qualification in Project Management orrelevant business area

  • Minimum of 2 years’ experience in anadmin-related role

  • Minimum of 2 years’ experience in a ProjectManagement Related Role

  • Minimum of 1 years’ experience within a role ofcoordinating activities and people.

  • Proficient skills in Microsoft applications,especially Word and ExcelWorking experience with OTRS or similar web-basedticketing platform

  • Working knowledge of the content creationprocess

  • Working knowledge of the Project managementprocess and its logical process flow

  • Experience and understanding of the trainingindustry within a corporate environment


Skills Required

  • Strong Analytical skills

  • Strong Communication skills (Verbal and Written)

  • Meticulous with strong attention to detail andaccuracy

  • Ability to work alone and self-motivate

Job Detail
  • Offerd SalaryMarket Related
  • Career LevelProfessional
  • GenderBoth
  • QualificationHigher Diploma
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