Project Coordinator

4 months ago

Northern Suburbs, South Africa AFMS Group Full time

**Primary Duties**
**Project coordinator complete duties like these to give project managers the time that they need to handle bigger issues**:

- Keep track of scope changes
- Keep track of milestones and their achievement
- Set up engagements, meetings, workshops with stakeholders and project team
- Follow up on project team tasks and actions
- Managing the calendars for projects
- Making sure the project team received all relevant project documentation
- Communicating with team members and project board
- Training new staff members
- Preparing assignments for individuals or project teams
- Filing paperwork regularly
- Coordinating equipment use, activities, information and resources
- Ensuring contracts with service providers and consultants are filed
- Co-ordinate sub-contractors
- Invoicing submission and control
- Reports to be submitted as and when required
- Implement and adhere to Processes and Procedures
- Maintain and ensure service levels agreement are adhered to
- Report any non-compliance to Project Manager
- Provide feedback and communication to Project Manager

**Quality Control**
- Conduct Quality Control Inspections on a daily basis an ensure records are kept thereof
- Ensure all work is completed as per scope of work and to quality standards.
- Development of inspection plans relative to all services around building fabric maintenance as stipulated above.
- Ensure regular feedback to end user/staff regarding status of maintenance and completion.
- Completion and Reviewing of quality reports on a weekly/monthly basis.

**Manage Contractors**
- Familiarize with all terms and conditions and performance standards as per Contract/SLA per service
- Report any non-compliance as part of performance management
- Ensure contractors adhere to contract/SLA at all times
- Ensure effective and project delivery

**Client Liaison**
- Provide regular task feedback to Project Manager & Client if instructed to do so
- Complete all / any Client requests and ensure client satisfaction
- Provide feedback to Client

**Invoicing Control**
- Ensure quotations are received and processed for approval with project manager
- Familiarize with the approved invoicing procedures and abide by them
- Assist in timeous submission of invoicing by Contractors and that all details are received (work order number, PO number, vat registration number, etc)
- Grade 12
- Preferable: NDip Electrical or Mechanical or Building Management / Construction Management
- 5 year experience in Project Co-ordination and Administration
- Experience of contract administration
- Organization
- Problem-solving
- Conflict resolution
- Time management
- Data entry/data accuracy
- Knowledge of Word, Excel, PowerPoint, MS Teams, Zoom, Skype and other computer programs commonly used by businesses in your industry
- Basic maths
- Understanding of time cost and quality, familiar with PM methodologies and life-cycle, understanding budget, expenses and invoicing
- Computer Literate in MSOffice

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