Projects and Commercial Coordinator

4 weeks ago

Cape Town, South Africa flex_wind Full time

The Project and Commercial Coordinator is responsible for coordinating the commercial process and managing projects, ensuring that Client requests are fulfilled efficiently and within deadlines. This role bridges communication between clients, sales, and project teams to support client satisfaction and successful project delivery.

Key Responsibilities:

Commercial Coordination:

·        Assist the Managing Director and Project Manager in managing sales inquiries from initial contact to project fulfilment.

·        Timeous completion of sales orders and client requests.

·        Timeous and accurate completion of client proposals.

·        Completion of tender documents as per the tender specification and requirements.

·        Completion of vendor applications.

·        Search for new prospects to tender.

·        Distribute sales quotations, proposals, and contracts to potential Clients.

·        Maintain the customer database (CRM), and register ensuring all client interactions are recorded.

·        Monitor sales progress and follow up with potential clients to ensure timely responses.

·        Assist in preparing sales presentations and marketing materials for the Managing Director.

·        Coordinate with the finance team on project invoicing and payment tracking.

·        Manage purchase orders and ensure accuracy in documentation and pricing.

·        Efficiency in sales pipeline management.

Project Management Support:

·        Prepare project schedules.

·        Coordinate project activities, resources, equipment, and information to ensure project success and smooth running of project.

·        Obtain quotations from suppliers for containers, PPE, tools, printers etc.

·        Calculation of standby and additional work for projects.

·        Check invoices received from suppliers.

·        Compile project deliverables reports.

·        Work with internal teams to ensure delivery timelines are met.

·        Track project progress with the Project Manager and provide regular updates to both clients and management.

·        Ensure all documentation related to the project is properly filed and accessible.

·        Schedule and attend project meetings, take minutes, and follow up on actions.

·        Assist in risk management by identifying potential project risks and reporting them to the Project manager.

·        Compile monthly ED report and submission thereof.

·        Ensure that living away allowance claims are accurate and processed.

·        Compile daily site diaries and ensure that working hours are up to date.

·        Assist with Client Project Audits.

Supplier Relationship Management:

·        Serve as the point of contact for Clients during the sales process and project execution.

·        Provide exceptional customer service by addressing client queries promptly and professionally.

·        Ensure customer satisfaction throughout the sales and project lifecycle ensuring positive customers satisfaction scores.

·        Support the team in post-project follow-ups and client feedback collection.

Logistics Management:

·        Compile, investigate and manage vehicle tracking reports and communicate findings.

·        Liaise with vehicle rental company with regards to vehicle maintenance and services.

·        Track and manage vehicle km’s.

·        Compile and analyse weekly project fuel utilization reports and submit to the Financial Manager.

Administrative Support:

·        Manage day-to-day administrative tasks and maintain office supplies.

·        Assist in preparing reports and presentations for management review.

·        Coordinate travel arrangements, accommodation and meetings for sales and project teams.

·        Coordinate VISA applications with HR for Projects.

·        Coordinate mobilization of employees to the various Projects.

·        Implementation of a document management system.

General:

·        Provide any other tasks, assignments and responsibilities as requested.

Requirements

Education and Experience:

·        Diploma or degree in Business Administration, or a related field.

·        2-4 years of experience in a commercial or project coordination role.

·        Experience with project management tools is a plus.

Skills and Competencies:

·        Excellent communication and interpersonal skills.

·        Strong organizational and multitasking abilities.

·        Attention to detail and problem-solving skills.

·        Ability to work under pressure and meet tight deadlines.

·        Proficiency in MS Office (Excel, Word, PowerPoint) and CRM tools.

·        Basic understanding of project management principles.

Personal Attributes:

·        Proactive, with a strong sense of initiative.

·        Team player with the ability to work independently.

·        Adaptable and flexible in a fast-paced environment.

·        Willingness to travel to projects from time to time.

Responsibilities

Benefits

Market related salary. 

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