Project Manager

**Listing reference**: adapt_000212

**Listing status**: Online

**Position summary**

**Industry**:IT & Internet

**Job category**:Hospitality and Catering

**Location**:Midrand

**Contract**:Permanent

**EE position**:Yes

**About our company**
- Adapt IT (Pty) Ltd is a subsidiary of Adapt IT Holdings Proprietary Limited and a market leader in developing specialised vertical market software and digitally-led business solutions that assist clients across targeted industries to Achieve More by improving their customer experience, core business operations, business administration and enterprise resource planning.

**Introduction**
- We are currently recruiting for an experienced Project Manager based in either Gauteng, Cape Town or KZN to assist with invoicing and correct administration of projects.Ensuring all project phases are monitored, planned correctly and clients are engaged constantly and consistently and risks are managed.

**Job description**

PURPOSE OF THE POSITION
- Responsible for invoicing and correct administration of projects
- Ensure all project phases are monitored and planned correctly
- Clients are engaged constantly and consistently
- Risks are managed
- Project manage small to medium projects
- To uphold adapt it micros values and procedures.
- To maintain customer success in all project management.

PRIMARY RESPONSIBILITIES FOR THE ROLE

Administration
- Create jobs on Service Manager and produce delivery notes
- Process credit notes and price adjustments after authorization from directors
- Check and control all credit notes and keep them in sequenced numbers
- Make sure all credit notes are signed and re-raised if need be
- If the customer AR number does not exist, follow up with the Account Manager to create and promote from CRM
- Notify Account Manager of incomplete or wrong AR customer information
- Provide sales / customers with copies of invoices upon invoicing (only on request)
- Invoice courier charges - get UTI info and courier control sheet for backup
- File in sequential order and upload to Digital Cabinet
- Solve queries regarding invoicing
- Weekly - update / correct the job codes and Account Managers on VM jobs
- Prepare pro forma invoices on request
- Update the open job status report
- Liaises with the account department to assist with the accurate invoicing of software, labour, travel and other charges.
- Arrange weekly project meetings with the sales department to discuss upcoming installations/projects.
- Assist the sales department with the planning and scheduling of resources for the project.
- Maintain client folders.
- Maintain all client license & support agreements and ensure that signed copies are filed.
- To account for all dockets and documentation issued by Micros.
- File all Sign off, DN and project documentation on Digital Cabinet
- Ensure that Project completed signoff documentation is returned by Installations team.
- Ensure that Technicians hand back completed Timesheets for each site.
- Follow-up with Technicians on all outstanding documents, databases, Server swop Forms, DN and Timesheets
- Reconcile installers’ time sheets with the original order and invoice.
- Make a new suspension file for each Customer
- Make accommodation bookings as and when requested by PMs and send the invoice to Accounts for EFT payment
- Ability to create a project plan, highlighting timings and risks associated

Pre-Installation
- Ensure correct scoping and quoting
- Request scheduling on projects
- Ensure that standard MICROS order form and signed quote are received from sales department.
- When required, meet with client, and conduct pre-installation inspection.
- Ensure that installation procedures are explained, discussed, and agreed upon with Client.
- Confirm dates, resources, travel arrangements and other important installation details with client.
- All country specific requirements to be confirmed with the client (taxes, legal requirements, etc.
- Obtain stationery, forms (e.g. letterheads, confirmation letters, registration cards, folios, etc.) from client.
- Liaise with client regarding completion of the pre-installation documentation.
- Arrange for the completed pre-installation documentation to be returned to Micros before the install, preferably 2 weeks prior to installation.
- Co-ordinate third-party software/hardware suppliers to ensure successful installation/interface/integration with MICROS.
- Inform the client and install team of any updates/changes both before commencement of the project.
- Create training schedules and confirm these with the installers and, subsequently, the client.
- Follow up on hardware, software and environment requirements.
- Inform installers of all commitments made to the client by the sales department.
- E-Mail all relevant Project Brief to the installer before the commencement of the project (client information, client stationery, client profile, license codes, S&T agreement, license agreement, sign-off documentation, etc.)