Project Co-ordinator

6 months ago

Parow, South Africa Sakh'iKhaya Suppliers Full time

PURPOSE

Responsible for ensuring a given task's schedule, budget, and details are well organized. Communicate with various departments to keep everyone informed about any changes to the project plan. Organize reporting, plan meetings, and provide updates to the program manager.

DETAILED RESPONSIBILITY

General Duties
- Intense focus on customer quality, accuracy, and responsiveness.
- Makes sure all aspects of the project run smoothly and efficiently.
- Work with various members of the project team and the client to develop a timeline, create schedules, and oversee progress to make sure goals are met on time.
- Responsible for coordinating and attending meetings.
- Developing project strategies.
- Co-ordinating multiple aspects of a project in a fast-paced and challenging work environment, communicating all the issues and risks of the project.
- Monitoring project progress and creating project status reports for project managers and stakeholders.
- Assisting with resource scheduling so that team members have the resources they need to complete their tasks.
- Scheduling stakeholder meetings and facilitating communication between the project manager and stakeholders throughout the project life cycle.
- Managing project management documents such as the project plan, budget, schedule, or scope statement, as directed by the project manager.
- Support project managers and team members to help them complete project tasks.
- Set goals and objectives by delegating and organizing work to the Administrator.
- Support team members when implementing risk management strategies.

Communication and Customer Satisfaction
- Establishing and maintaining professional relationships with external and internal stakeholders.
- Excellent communication skills with an emphasis on relationship building, understanding business requirements, and management of business expectations.
- Communicate project status, risks, and issues to the project stakeholders.
- Exercise telephone etiquette.
- Maintain frequent and detailed communication with all members of the team to always ensure clarity.
- Execute the project lessons learned process to maximize learning from all projects during and after the execution, carrying out an internal review with the delivery team and actively seeking feedback from the customer; implement any corrective actions to ensure continuous improvement.
- Manage customer/partner relationships from project authorisation and initiation through to project closure ensuring regular communication and reporting of project progress versus the delivery contract.
- To raise invoices promptly upon achievement of milestones and deliverables and confirm payment.

Administration and Reporting
- Estimating, Purchasing, and Project coordination with a focus on administrative scheduling, timelines, and material/installation checklists.
- Managing project management documents such as the project plan, budget, schedule, or scope statement, as directed by the project manager.
- Utilize spreadsheets to track budgets, dates, and other information.
- Organize contracts, financial files, reports, and invoices.
- Perform administrative duties such as ordering office supplies and billing.
- Assist in the management of project budgets, including tracking expenses and preparing financial reports.

SUPPLIERS
- Assist in the establishment and maintenance of project documentation, including project plans, meeting minutes, and status reports.
- Photocopying and scanning documents.
- Accurate capturing of job cards.
- Maintaining general office files, including job files, vendor files, and other files related to the company’s operations.
- Recording and updating databases (gathering data of meter readings from various sites).
- Compiling spreadsheets and reports.
- Reporting on all activities
- Maintain all filling processes.
- Conduct research on projects as requested by the Program Manager
- Raising and recording variations and providing support to update the business case to provide continued business justification.
- Compile performance reports on all projects/tenders
- Adhoc duties

Health and Safety Housekeeping
- Keep a neat and safe working environment.

Experience & Qualifications:

- Bachelors/Diploma in relevant field
- 3 years’ experience in a related field
- Proficiency with Microsoft Office
- Valid Driver’s License
- Good knowledge of the use of tools, materials, methods, and standard trade work and safety practices
- Broad understanding of the plumbing industry
- Solid organisation and time-management skills
- Ability to be proactive, prioritize and work under tight deadlines.
- Ability to multi-task and handle numerous projects.
- Strong understanding of formal project management methodologies.
- Strong analytical and problem-solving skills

Flexibility is expected and rotation is required based on operational requirements.

**Education**:

- Bachelors (preferred)

**Experience**:

- project co-ordinator: 3 years (required)

Li

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