- Providing project support and co-ordination assistance to Senior Project Manager to ensure successful delivery of projects in line with best practices.
- Providing project support and co-ordination assistance to Senior Project Manager to ensure successful delivery of projects in line with best practices.
Key Accountabilities/ Principle Responsibilities
- Keep track of scope changes
- Keep track of milestones and their achievement
- Set up engagements, meetings, workshops with stakeholders and project team
- Follow up on project team tasks and actions
- Managing the calendars for projects
- Making sure the project team received all relevant project documentation
- Communicating with team members and project board
- Training new staff members
- Preparing assignments for individuals or project teams
- Filing paperwork regularly
- Coordinating equipment use, activities, information and resources
- Ensuring contracts with service providers and consultants are filed
- Co-ordinate sub-contractors
- Invoicing submission and control
- Reports to be submitted as and when required
- Implement and adhere to Processes and Procedures
- Maintain and ensure service levels agreement are adhered to
- Report any non-compliance to Project Manager
- Provide feedback and communication to Project Manager
- Conduct Quality Control Inspections on a daily basis an ensure records are kept thereof
- Ensure all work is completed as per scope of work and to quality standards.
- Development of inspection plans relative to all services around building fabric maintenance as stipulated above.
- Ensure regular feedback to end user/staff regarding status of maintenance and completion.
- Completion and reviewing of quality reports on a weekly/monthly basis
- Familiarize with all terms and conditions and performance standards as per Contract/SLA per service
- Report any non-compliance as part of performance management
- Ensure contractors adhere to contract/SLA at all times
- Ensure effective and project delivery
- Provide regular task feedback to Project Manager & Client if instructed to do so
- Complete all / any Client requests and ensure client satisfaction
- Provide feedback to Client
- Ensure quotations are received and processed for approval with project manager
- Familiarize with the approved invoicing procedures and abide by them
- Assist in timeous submission of invoicing by Contractors and that all details are received (work order number, PO number, vat registration number, etc)
- Report on status of projects
- Report on staff
- Highlight concerns
- Make recommendations or submit request for assistance
- Ensure all operational outputs are noted
- Timesheet management
- Communicate all operational activities to all respective staff
- Make recommendations on any operational issues that need to be altered to fit individual sites
- Institute all approved process and procedures
- Adapt and make site specific as required
- Implement revised process and procedures as and when required
- Ensure all on site (Client) policies, procedure, rules and regulations and adhered to at all times
- Grade 12
- NDip in Building Environment (Town Planning, Project Management, Engineering, Architecture, Construction Management)
- 5-years experience in Project Co-ordination and Administration
- Experience of contract administration
- Organization
- Clear communication by phone, in person and through email
- Problem-solving
- Conflict resolution
- Time management
- Data entry/data accuracy
- Knowledge of Word, Excel, PowerPoint, MS Teams, Zoom, Skype and other computer programs commonly used by businesses in your industry
- Basic maths
- Understanding of time cost and quality, familiar with PM methodologies and life-cycle, understanding budget, expenses and invoicing
- Experience in writing and presenting report
- Good people relationship skills
- Good interpersonal skills
- Customer focused
- Good and proven leadership skills
- Able to work under pressure and meet deadlines
- Ability to handle and control difficult situations
- Ability to create and maintain budgets
- Able to keep Contractors in line with agreed Service Level Agreements (SLAs)
- Ability to communicate on high level
- Self-motivated
- Integrity
- Computer literacy skills
- Time management skills
- Practical building maintenance skills
- Understand role of reporting to the business and client
- Understand interworking with various teams to ensure client financial compliances
- Understanding that feedback and communication is critical to success
- The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribe service levels
As a proudly South African brand, AFMS Group (Pty) Ltd will consider our commitment to
transformation and employment equity goals for this position.
Preference will be given to applicants in the following designated EE groups: African Male
and African Female.
For information on AFMS Group, including more information on our company culture, visit our website at www.afmsgroup.co.za. Please note, relocation costs will not apply
If you dont hear from us in 14 days, consider your application unsuccessful.
Applications to be addressed to: Alisha Singh: recruitment@fm-solutions.co.za
