PURPOSE OF THE ROLE Responsible for compiling all site files going out to and coming back from the Contractors, as well as assisting the Project Managers with all administration functions. Responsible for the completeness and accuracy of the site file and As-Build documentation required for the invoice file.
OPERATIONAL Compile documentation of all projects by driving processes through the ILO and PM. Match the Customer Purchase Order to the Bill of Services in terms of the total values, the unique number, and the project description. Open a new Executable File and add the required documentation as per the latest revision of the OTS Form. Receive confirmation from PM regarding appointed Contractor for the project and request Contractor Purchase Order. Obtain Appointment Letter sign-off from RM. Add Contractor Purchase Order to the Executable File and submit to the ILO. Receive Contractor Completion file with all required documentation and collate missing documentation where required as per the latest revision of the OTS Form. Follow the Variance Order procedure where applicable. Commence compilation of Site File for submission to customer as per OTS Form. Create soft copy of entire Site File on a CD as per the prescribed format as per customer. Maintain an orderly filing system. Assist the PM in tracking the project from inception to invoicing. Analyze and identify potential issues for the PM where necessary. Attend forecasting meeting with Finance and track progress on forecasting versus actual invoicing. Identify process delays and escalate operational concerns preventing fibre and related projects from being delivered on time. Coordinate and communicate link build progress feedback between stakeholders. Schedule daily feedback sessions with responsible project managers and arrange weekly meetings with contractors and all relevant stakeholders. Update systems (CRM, Quickbase, etc.) with accurate project progress and milestones. Use verification reports to track the required LB Progress, ensuring that they are processed within the project timelines. Escalate potential risks and/or delays to project manager. Assist in the compilation of NCRs. Work with all stakeholders to assist in the project going according to schedule by coordinating SI drawings and DPC to the allocated contractor. Assist PMs with verification of scheduled VS as actual preparation of packs for the project managers on QuickBase. Acceptance of LB status reports, track LB status, manage schedules, and provide feedback to the project manager. Attend weekly invoicing feedback sessions with the PM. Attend relevant meetings with the LMs/contractors and minute these meetings. Type up and file these minutes as well as those handed over from ILOs recording their site meetings. Follow up with Progress Reports and Non-Conformances. Perform any other work-related duties and responsibilities that may be assigned from time to time by the Line Manager. Track and manage all ATP/ATC Processes as well as planning documentation, following up on outstanding documentation. FINANCIAL MANAGEMENT: Ensure signing of Contractor's Invoice by PM and submit invoice within 48 hours of receiving it from the PM to the Contractor. 100% Accuracy and completeness of documentation collected and final file submissions in time. Operate within set project Budget. BUSINESS PROCESS MANAGEMENT GOVERNANCE Abide by the set timelines. Adhere to Company policies and departmental procedures. Adhere to BMCT Business Ethics and Values. ATP Reports completed and uploaded within 48 hours after raw data has been received. Reports should be analyzed and transposed in accordance with specification. Non-conformance not reported to requestor or Project manager. Ensure that all documentation is available and correctly completed, which includes: Client information. Number of Fibres to be tested. Site Location. Date of testing required. Fibre connect type to be used. Ensure that all test equipment is still within calibration timeline/schedules. LEARNING AND GROWTH Complete personal development actions within agreed budget based on performance rating and Career Path. Maintain product knowledge. Develop own competencies required for daily functions. Keep up-to-date technically and apply new knowledge to your job. Annual Performance rating and Own DPP. CLIENT MANAGEMENT Professional communication to our client and vendor base. Providing professional client services. Liaise with sub-contractors throughout the project and collect necessary documentation. Qualifications Grade 12. Project Administration/Project Management qualification an advantage. Relevant Technical qualifications. Min 2 years' strong project administration experience. Previous experience working in a telecommunication company would be advantageous. Performs activities related to an organization's administration such as computing, organizing, planning, scheduling, producing reports. Proficient in MS Office packages, with advanced Excel skills.
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