Project Coordinator

The primary purpose of this role is to act as an extension of the external sales representative by taking ownership of the administrative, operational, and coordination functions of confirmed project orders. This role is hands-on, customer-facing, and requires close collaboration with both the external sales team and internal departments to ensure seamless order execution, communication, and delivery.

The Project Coordinator is responsible for driving the order process from confirmation through to final delivery, while also supporting customer retention through effective management of service-related matters, allowing the sales representative to focus on generating new business, securing new opportunities, and maintaining client relationships.

• Take full ownership of confirmed project orders from handover to final completion.
• Capture, process, and manage all project-related sales orders accurately and efficiently in conjunction with the external sales team.
• Act as the primary day-to-day point of contact for customers regarding active orders, providing updates and managing expectations.
• Work closely with the allocated sales representative to ensure alignment on project requirements, priorities, and customer expectations.
• Manage and coordinate all stock requirements for projects, ensuring availability and timely procurement where required.
• Liaise with suppliers to ensure ordered materials are delivered on time and meet the required standards.
• Coordinate with dispatch and logistics teams to ensure deliveries are executed accurately, on time, and in line with customer requirements.
• Handle quotations, sales orders, invoices, credits, and related transactions on the ERP system.
• Ensure all order information is accurate and complete, including order numbers, delivery details, site contacts, and any special arrangements.
• Maintain clear, proactive, and consistent communication with customers, suppliers, reps, and internal departments throughout the order lifecycle.
• Assist in resolving customer queries, order discrepancies, and delivery issues promptly and professionally.
• Coordinate and manage customer service requests, including warranty claims, product issues, and after-sales support queries.
• Arrange, track, and follow up on service-related inspections, repairs, replacements, and supplier feedback to ensure timely resolution.
• Manage communication and feedback to customers on service requests, ensuring expectations are managed and customer satisfaction is maintained.
• Support customer retention by ensuring all after-sales matters are handled efficiently, professionally, and with urgency.
• Ensure no stock leaves the company without the correct supporting documentation and approvals.
• Maintain and update project files, ensuring all correspondence, documentation, and order history is accurately recorded.
• Prioritise multiple active projects simultaneously while managing tight deadlines and working effectively under pressure.
• Take initiative, ownership, and accountability while working within company policies and procedures.
• Continuously identify opportunities to improve efficiency, communication, and overall project execution.

External Sales Support Responsibilities:

• Provide administrative and operational support to the external sales team on tasks that ultimately remain the sales representative’s responsibility.
• Assist reps with the management and control of sample accounts, including sample allocations, returns, outstanding balances, and follow-ups.
• Support the sales team with customer follow-ups, order administration, and outstanding actions to improve turnaround times and service levels.
• Help maintain accurate records relating to samples, orders, service issues, and customer commitments to ensure accountability and visibility.
• Actively assist in reducing the administrative burden on the sales representative to maximise their time in the market pursuing new opportunities.

Key Competencies:

• Strong administrative and organisational skills
• Excellent communication and relationship management
• High attention to detail and accuracy
• Strong multitasking and prioritisation ability
• Ability to work under pressure and manage tight deadlines
• Problem-solving and proactive thinking
• Ownership mentality and accountability
• Strong customer service orientation
• Team collaboration and coordination
• Ability to manage multiple stakeholders effectively

Desired Qualifications:

• Matric Certificate (or equavalent)
• Diploma in Project Management (or related field)
• 2 years experience in related functions

Closing Date: 29 July 2026

All interested candidates can send their CV's directly to ***email_hidden*** stating the role and branch in the subject line, should you not hear from us within 2 weeks of closing date, please regard your application as unsuccesful.