Project Co Ordinator

Responsible for invoicing and correct administration of projects

Ensure all project phases are monitored and planned correctly

Clients are engaged constantly and consistently

Risks are managed

Project manage small to medium projects

To uphold adapt it micros values and procedures.

To maintain customer success in all project management.

Primary Responsibilities for the Role

Administration

Create jobs on Service Manager and produce delivery notes

Process credit notes and price adjustments after authorization from directors

Check and control all credit notes and keep them in sequenced numbers

Make sure all credit notes are signed and re-raised if need be

If the customer AR number does not exist, follow up with the Account Manager to create

and promote from CRM

Notify Account Manager of incomplete or wrong AR customer information

Provide sales / customers with copies of invoices upon invoicing (only on request)

Invoice courier charges get UTI info and courier control sheet for backup

File in sequential order and upload to Digital Cabinet

Solve queries regarding invoicing

Weekly update / correct the job codes and Account Managers on VM jobs

Prepare pro forma invoices on request

Update the open job status report

Liaises with the account department to assist with the accurate invoicing of software,

labor, travel and other charges.

Arrange weekly project meetings with the sales department to discuss upcoming installations/projects.

Assist the sales department with the planning and scheduling of resources for the project.

Maintain client folders.

Maintain all client license & support agreements and ensure that signed copies are filed.

To account for all dockets and documentation issued by Micros.

File all Sign off, DN and project documentation on Digital Cabinet

Ensure that Project completed signoff documentation is returned by Installations team.

Ensure that Technicians hand back completed Timesheets for each site.

Follow-up with Technicians on all outstanding documents, databases, Server swop Forms, DN and Timesheets

Reconcile installers time sheets with the original order and invoice.

Make a new suspension file for each Customer

Make accommodation bookings as and when requested by PMs and send the invoice to Accounts for EFT payment

Ability to create a project plan, highlighting timings and risks associated

Pre-Installation

Ensure correct scoping and quoting

Request scheduling on projects

Ensure that standard MICROS order form and signed quote are received from sales department.

When required, meet with client, and conduct pre-installation inspection.

Ensure that installation procedures are explained, discussed, and agreed upon with Client.

Confirm dates, resources, travel arrangements and other important installation details with client.

All country specific requirements to be confirmed with the client (taxes, legal requirements, etc.

Obtain stationery, forms (e.g. letterheads, confirmation letters, registration cards, folios, etc.) from client.

Liaise with client regarding completion of the pre-installation documentation.

Arrange for the completed pre-installation documentation to be returned to Micros before the install, preferably 2 weeks prior to installation.

Co-ordinate third-party software/hardware suppliers to ensure successful installation/interface/integration with MICROS.

Inform the client and install team of any updates/changes both before commencement of the project.

Create training schedules and confirm these with the installers and, subsequently, the client.

Follow up on hardware, software and environment requirements.

Inform installers of all commitments made to the client by the sales department.

E-Mail all relevant Project Brief to the installer before the commencement of the project (client information, client stationery, client profile, license codes, S&T agreement, license agreement, sign-off documentation, etc.).

Prepare all travel arrangements (airport transfers, flights, visas, foreign currency, etc.) for the installation team.

Liaise with sales department regarding special requests/arrangements and payment proposals.

Ensure all Condition of Sale, Debit Order and SEL Agreements are received prior to the installation date.

Communicate with the Network Cabling company regards installation dates and ensure completed on time.

During Installation

Follow up on the project progress/status with the client and the install team during the project and deal with any issues that may arise.

Follow up with client and install team on the day after live day .

Provide feedback to sales department and Operations team as to the progress of the project.

Post-Installation

Ensure the client and the install team have signed off the project.

Ensure that any outstanding issues are handed over to the Technical Manager for follow up.

Copies of clients databases are available on the in-house network.

Ensure client is aware of contact numbers and support procedures.

Provide feedback to the sales department regarding the project.

Minimum Qualification and Experience Requirements

Matric / Grade 12 / Equivalent

MS Word and Excel understanding

Work Experience in Invoicing/Project administration (Advantageous)

Qualification in Fundamentals of Project Management essential

PMBOK qualification highly advantageous

Prince 2 qualification highly advantageous

Minimum 3 5 years experience in a Project Management role

Desired Skills and Qualities

Personal Attributes and Qualities

Excellent communication skills, both oral and written.

Panning & Administration Skills.

Meticulous, with high attention to detail.

Great inter-personal skills.

Team player.

Demonstrate ability to take initiative and carry our assigned tasks to completion.

Time Management and demonstrate good organisational skills.

Committed, motivated and able to achieve tasks in line with deadlines.

Able to prioritise importance tasks and adhere to deadlines.

Organized

Ability to multitask

Customer focused

Quick thinker

Excellent planning skills

Excellent communication skills

Attention to detail