Project Coordinator

G4S Secure Solutions (SA), a leading provider of integrated security management solutions, has a vacancy for a Project Coordinator based at our Head Office in Centurion, reporting to the Regional Technical Manager.

This role is responsible for supporting the project management processes.This includes understanding project goals, deadlines, and financial boundaries so management can best allocate resources, benchmarking, scheduling project deadlines, and general coordination.

We welcome applications from all suitably qualified candidates, but SA citizens will have a distinct advantage.

Main Responsibilities

Administration costing and finance aspects of projects

• Consolidation of monthly invoices received
• Follow-up with 3rd parties and vendors
• Taking delivery of orders
• Reconciliation of costs of project, petty cash, Technology Supplier Payments
• Keep track of billable hours
• Assist AR & AP with client & supplier order/invoicing queries
• Meet with suppliers for account & invoice queries
• Check regional stock sheet allocations
• Monitor month end invoicing to meet forecast

Effective Stock Administration

• Maintenance of stock levels – transport, ordering, purchasing
• Manage procurement process from placing orders, to generating POs
• Distribution of stock as required and ordered
• Maintenance of stock database

Procurement

• Sourcing, negotiation, contract management and supplier relationship management.
• Sourcing of quotes from a minimum of three(3) suppliers. Starting the internal procurement process with all the required documents. Completing follow ups with relevant departments.
• Liaising with suppliers, confirmation of ETA delivery, physical delivery verification, GRN, payment processing to Head Office.
• Assist with maintenance of equipment and disposal, transfer of equipment between regions

Asset Management

• Compiling an inventory of the region.
• Completing disposals of assets, regional transfers, cancellations of equipment rentals, site terminations
• Asset life cycle and ancillary cost management

Assist with staff deployment and project requirements

• Logistics around flights and accommodation as needed for projects
• Import and customs clearing for project stock
• Process travel on Travelit for approval
• Process Uniform, Stationary & Grocery requests from Regions & AMR Business Unit
• Compile and maintain project plan
• Liaise with management over bottlenecks and requirements
• Review project profitability
• Assist with Project spill over in all regions

Effective Project Administration

• Compile and maintain project plan
• Liaise with management over bottlenecks and requirements
• Review project profitability

Effective E-Works Administration

• Load jobs and communicate with technicians and managers
• General Manager and Sales Person action
• Load purchase orders
• Send invoices for GRV
• Prepare SOQ for invoicing to clients
• Check Unassigned Jobs, Action required Jobs, Referred by Finance jobs on Eworks
• Process completed Job Cards for Request For Order & No Charge Quotes
• Load client & suppliers

Ad Hoc

• Process EFT payments to suppliers
• Assist with out of country shipping for projects
• Arrange and conclude shipping inspections for customs
• Process vendor applications for Clients & suppliers

Health and Safety

• Participate in the design/ development/ review/ implementation and monitoring of the departmental safety plans for each year
• Participate in safety forums created by the company for example safety meetings and safety talks
• Report all safety incidents to the relevant people
• Discuss all safety incidents
• Follow-up on any activities assigned through safety meeting/committee/representative/management
• Attend safety education and refresher programs
• Comply with safety policies and procedures at the workplace
• Distribute safety information as and when required

Qualification and Experience

• Grade 12 / Matric Equivalent
• A relevant Tertiary qualification
• Minimum of 2 years Projects experience in a similar role

Skills and Attributes

• Proficient Computer Literacy (Google Workspace / Microsoft Office)

• Basic IT knowledge required:

• MS Word

• MS Excel

• Understanding the organizational environment

• Understanding the organization's goals and objectives
• Dealing with changing circumstances
• Communication (written and verbal)
• Supporting and working with others
• Delivering objectives
• Dealing with complexity
• Acting professionally
• Attention to detail
• Delivering great customer service
• Sharing and co-operating

Remuneration and benefits will be commensurate with the seniority of the role and in compliance with company remuneration policy and practice.