Project Coordinator

POSITION STATEMENT

Responsible for the compiling of all site files going out to and coming back from the Contractors, as well as assisting the Project Manager’s with all administration functions. Responsible for the completeness and accuracy of the site file and As-Build documentation required for the invoice file. This role will be responsible for compiling testing results of fibre optic cable and links after the build was completed and will be required to compile to all fibre optic reports.

KEY RESPONSIBILITIES

• Compile documentation of all projects by driving processes through the ILO and PM
• Match the Customer Purchase Order to the Bill of Services in terms of the total values, the unique number and the project description.
• Open a new Executable File and add the required documentation as per the latest revision of the OTS Form.
• Receive confirmation from PM regarding appointed Contractor for the project and request Contractor Purchase Order.
• Obtain Appointment Letter sign-off from RM
• Add Contractor Purchase Order to the Executable File and submit to the ILO.
• Receive Contractor Completion file with all required documentation, and collate missing documentation where required as per the latest revision of the OTS Form.
• Follow the Variance Order procedure where applicable.
• Commence compilation of Site File for submission to customer as per OTS Form.
• Create soft copy of entire Site File on a CD as per the prescribed format as per customer.
• Maintaining an orderly filing system.
• Assist the PM in tracking the project from inception to invoicing.
• Analyse and identify potential issues for the PM where necessary.
• Attend forecasting meeting with Finance and track progress on forecasting versus actual invoicing.
• Identify process delays and escalates operational concerns preventing fibre and related projects from being delivered on time.
• Coordinate and communicate link build progress feedback between stakeholders
• Schedule daily feedback sessions with responsible project managers and arrange weekly meetings with contractors and all relevant stakeholders.
• Update systems (CRM, Quickbase, etc) with accurate project progress and
• Use verification reports to track the required LB Progress, ensuring that they are processed within the project timelines. Escalate potential risks and/ or delays to project manager.
• Assist in Compilation of
• Work with All Stakeholders to Assist in Project going according to schedule by coordinating SI drawing s and DPC to the allocated contractor.
• Assist PM’s with verification of scheduled VS as actual preparation of packs for the project managers on
• Acceptance of LB status reports, track LB status, manage schedules and provide feedback to the project manager.
• Attending weekly invoicing feedback sessions with the
• To attend relevant meetings with the LMs/ contractors and to minute these
• To type up and file these minutes as well as those handed over from ILO’s recording their site
• Follow up with Progress Reports and Non-
• Perform any other work-related duties and responsibilities that may be assigned from time- to-time by the Line Manager.
• Track and manage all ATP/ATC Processes as well as planning Following up on outstanding documentation.
• ATP Reports completed and uploaded within 48 Hours after raw data has been received.
• Reports should be analysed and transposed in accordance with specification.
• Non-conformance not reported to requestor or Project manager.
• Ensure that all documentation is available and correctly completed, which includes:
• Client information
• Number of Fibres to be tested.
• Site Location
• Date of testing required
• Fibre connect type to be used.
• Ensure that all test equipment is in still within calibration timeline/ schedules

KEY COMPETENCIES

• Excellent communication and reporting skills
• Self-starter and self-motivated, willing to put in extra time
• Clinical and attentive to detail
• Solution driven; able to react quickly and resolve issues so that the workflow can continue
• Must be able to perform under pressure
• Must be able to persuade and influence others
• Good relationship builder with strong diplomacy skills
• Must aspire to a culture of service excellence

QUALIFICATION & EXPERIENCE

• Grade 12
• Project administration / project management qualification an advantage
• Relevant technical qualifications
• Min 2 years’ strong project
• Administration experience
• Previous experience working in a telecommunication company would be advantageous.