Regional Projects Administrator

SUMMARY:
A leading digital company is seeking a highly organised Regional Projects Administrator to support the smooth coordination, execution, and close-out of regional projects.

If you’re detail-oriented, proactive, and thrive in a fast-paced environment, this could be the opportunity for you!

POSITION INFO:
Duties and responsibilities: Process Documents: Collect Process documents from various Email Locations Populating Project Calendars in accordance with Availability and to company SOP. Store and process these documents accordingly. CMS, Arcus, ME, IC, Sharepoint Distribute to all parties internally. Project Administration: Liaising with clients\/Sales to confirm site details: location, contact details and names. Venue Creation on CMS\/ Manage Engine\/Arcus. Service request creation on ME - for installations (Job Tickets) Image requests to be submitted after receiving BOM (this may change with imaging onsite). Keep clients updated with any changes -Only if PM is not available to do this. Check venue comments have been posted on CMS for installation tickets. This must be managed with Installers and 3rd Party Installers. Check venue comment has been posted for maintenance tickets. This must be managed with 3rd Party Maintenance resources. Add Venue comments for any requests send for work to be done on CMS in regards to Naming and Stock Codes. Add Venue comments for any issues experienced on site by Installers. Ensure Installers have done their ME admin and that it is correct. (Time and Mileage Entries\/Resolving or Closing of Tickets, etc…) Ensure installation and maintenance signoffs and photos are uploaded to the system timeously. Inclusive of 3rd Party Contractors. 24H turnaround time limit. Weekly meetings with PM to arrange detail of upcoming Installations and ongoing issues. Installation bookings to be added to IC as per request from PM New installation site handover after stability check. (A few days with no issues) Contractor assistance Mange the Installation teams by checking up on there were abouts and time spend on site. Assist in planning dates for upcoming the Project. Initial date entries on the Project Plan. Updating of CMS. Trading Hours, Labels, Contact details, Warranty Details, etc... Update Arcus Trading Hours and make sure units are linked to the correct Venue. Updating of CMS and requesting of device creation for joint company jobs. Supply training to new Installers on the best way to fill in company documents. (Signoffs) Stand in for PM's during meetings with clients as needed. Project Execution: Sending requests for new Network creation to relevant parties within The Company. Create project plans, daily updating and maintain them. Compile project report for Network Directors Create new Installation signoffs. Adding of Warranty Details per device on CMS (Venue Info Tab) Maintain accurate project trackers and administrative records. Monitor project timelines against agreed schedules. Report outstanding documentation, delayed installations and project risks. Provide regular project status updates to the Regional Projects Manager. Escalate non-compliance with company procedures. Schedule installers and contractors in accordance with the Project Manager's resource planning. Confirm attendance prior to every installation. Maintain regular contact with installers throughout the day to monitor arrival times and progress. Notify clients immediately of any delays or schedule changes. Ensure installers understand job requirements before arriving onsite. Follow up outstanding information required from installation teams. Client communication: Act as the primary coordination contact for clients throughout project execution. Keep clients informed before, during and after installations. Communicate any delays, changes or issues promptly. Confirm appointments, site readiness and project completion. Ensure clients receive professional, timely communication throughout every project. Stock, logistics & warehouse coordination: Ensure all stock required for projects is available before scheduled installation dates. Submit Stock Collection Forms no later than 5 business days before each installation. Coordinate stock collection, shipping and delivery with the warehouse. Verify stock quantities, serial numbers and delivery locations. Escalate stock shortages immediately. Ensure all stock movements are properly documented. Updating Internal documentation: Ensure all project documentation is accurate, complete and filed correctly. Submit completed Job Cards within 48 hours of project completion. Ensure all completion reports, photographs, client sign-offs and supporting documentation are received. Maintain accurate project records within company systems. Monitor outstanding documentation and follow up until received. Ensure all project files remain audit-ready at all times. Should you not receive a response within the next 2 weeks, please consider your application unsuccessful. Vacancies are advertised on our website, should you wish to keep abreast with our active roles. IMPORTANT NOTICE By applying to this advert you hereby acknowledge that you have read and accept the following Protection of Personal Information ACT (POPIA) disclaimer: I hereby consent for Talented Recruitment to process my personal information as part of the recruitment process. Talented Recruitment shall take all reasonable measures to protect the personal information of applicants and for the purpose of this disclaimer \"personal information\" shall be defined as detailed in the Protection of Personal Information Act, Act 4 of 2013 (\"POPIA\").