SUMMARY:

Project Manager / Contract Manager

Job Purpose

POSITION INFO:

Key Responsibilities

Project Management

• Plan, coordinate, and oversee service and maintenance projects.
• Develop project schedules and ensure adherence to agreed timelines.
• Allocate resources effectively, including labour, materials, equipment, and subcontractors.
• Monitor project progress and implement corrective actions when required.
• Ensure projects are completed within budget and contractual requirements.

Contract Administration

• Manage service and maintenance contracts throughout their lifecycle.
• Review contract specifications, scope of work, and service level agreements.
• Ensure compliance with contractual obligations and company procedures.
• Prepare and manage quotations, variation orders, and contract amendments.
• Maintain accurate contract documentation and records.

Client Relationship Management

• Act as the primary point of contact for clients.
• Attend client meetings and provide project updates.
• Address customer concerns and resolve issues promptly.
• Build and maintain strong long-term client relationships.
• Identify opportunities for contract growth and additional services.

Operational Coordination

• Coordinate daily activities between service teams, suppliers, and customers.
• Ensure all required materials and equipment are available for project execution.
• Monitor workforce productivity and project performance.
• Collaborate with internal departments to ensure smooth project delivery.

Financial Management

• Monitor project costs and profitability.
• Prepare project budgets and cost forecasts.
• Approve project-related expenses within delegated authority.
• Track invoicing and ensure timely submission of project documentation.
• Assist with revenue forecasting and financial reporting.

Health, Safety and Compliance

• Ensure compliance with Occupational Health and Safety regulations.
• Conduct project risk assessments and implement mitigation measures.
• Promote a strong safety culture within project teams.
• Ensure all work is performed according to applicable industry standards and regulations.

Reporting and Administration

• Prepare project status reports and management updates.
• Maintain project files, schedules, and documentation.
• Monitor key performance indicators (KPIs).
• Ensure accurate completion of service reports and project records.

Minimum Requirements

• Matric Certificate (Grade 12).
• Proficient in Microsoft Office Suite.
• Valid Driver's Licence.
• Own reliable vehicle.
• Minimum 3 years' experience in a service, maintenance, project management, or contract management environment.
• Excellent organisational and planning skills.
• Strong time management abilities.
• Excellent verbal and written communication skills.
• Ability to manage multiple projects simultaneously.

Preferred Qualifications

• Project Management qualification or certification.
• Contract Management qualification advantageous.
• Experience in the Fire Protection, Mechanical Services, Facilities Management, Construction, or Technical Services industry.
• Knowledge of Occupational Health and Safety legislation.
• Experience working with ERP or project management systems.

Key Competencies

• Leadership and team coordination.
• Project planning and execution.
• Contract administration.
• Client relationship management.
• Problem-solving and decision-making.
• Negotiation and conflict resolution.
• Financial and commercial awareness.
• Attention to detail.
• Ability to work under pressure and meet deadlines.

Performance Indicators

• Projects completed on time and within budget.
• Customer satisfaction levels.
• Contract compliance and retention.
• Profitability of managed projects.
• Safety and quality compliance.
• Effective resource utilisation.
• Accuracy and timeliness of reporting.