Regional Projects Administrator

• 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!

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.