Project Coordinator

Job title:

Project Coordinator

Division:

Operations

Subdivision:

None

Reports to:

Chief Operating Officer

Internal:

• Sales
• Support
• Finance
• Internal Systems

External:

• Clients
• Suppliers
• 3rd Party Providers

Main purpose of position:

CipherWave is a South African internet connectivity, voice and storage solutions provider that provides a range of products and solutions for connectivity, communication, and data storage Cipherwave own and manage network infrastructure to provide efficient, speedy service and support that our customers.

CipherWave prides itself on customer service and technical ability and as such is looking for the successful candidate to join the Operations team, this role is administrative and where you will be dealing with business customers, internal staff, and senior management to resolve customer queries and:

• All customer projects and implementations are delivered within the committed time frames while ensuring profitability of the project
• Oversee, facilitate, and drive all the necessary end-to-end requirements in terms of successful project implementation (From project planning, to implementation, to Service & Project Delivery)
• Manage communication internally and externally to ensure the customer as well as the relevant CipherWave team members are up to date with the progress on the projects
• The smooth and timeous running of all department projects, adherence & maintenance of procedures
• Data capturing

Responsibilities & duties:

Operations:

• Order Processing, Placement & Expediting
• Supplier relationship building and management (SLA)
• Escalation management within the business wherever necessary
• Document Integrity checks as supplied by other departments
• Product understanding
• Support of other departments and effective representation of the Projects department within the entire work environment
• Assist with the management, storage and safe keeping of all inventory

Projects:

• Managing projects through the entire life cycle in respect of cost, time, and requirements
• Monitoring and securing project delivery according to timeframes committed to the customer
• Pre-identification and resolution of project issues
• Defining and follow up on agreed action plan with customer/suppliers to achieve project goals
• Collaboration with internal and external teams to ensure that the project is progressing in accordance with the delivery timeframes
• Ensuring project documentation where necessary is updated frequently and in agreement with the customer
• Maintaining frequent updates with all stakeholders
• Communicating with sales or the technical team wherever necessary in the event of a change to the initial project scope

Customer Liaison:

• Customer relationship building and management of customers’ expectations
• Responding to customer’s technical questions by using internal resources, processes, and tools
• Maintaining frequent project updates with internal & external customers
• Ensure the final project sign-off by the customer

Admin:

• Ensuring the project billing is on time and in accordance with the finance department billing cut-off dates
• Internal departmental feedback and relationship building

Desired skills & experience:

• Computer Literate (Microsoft)
• Self-starter with specific attention to detail
• Excellent admin & communication skills
• Ability to work under pressure
• Time management with an ability to work according to deadlines
• Self-supervision as well as being able to work in a team environment
• Self-motivated & customer orientated

Minimum experience:

• At least 2 years’ experience in Projects / Project Management / Fibre / Cloud / Security / Voice(VOIP)
• Own transport
• Exposure to an ISP/ICT/Telecoms environment preferred
• Customer interaction preferred
• Sage X3 knowledge preferred
• Salesforce Experience
• MS Projects or similar application
• ICT Technical Background

Minimum qualification:

• Matric Certificate
• Project Management Certificate
• Postgraduate Diploma in Project Management

Additional requirements:

• Order Implementation
• Inventory Management
• Procurement
• Supplier Management
• Projects Process Management
• Cancellations Management
• Operational efficiency and excellence