Project Coordinator at G4S

Main Responsibilities

Administration costing and finance aspects of projects

• Consolidation of monthly invoices received
• Follow-up with 3rd parties and vendors
• Taking delivery of orders
• Reconciliation of costs of project, petty cash, Technology Supplier Payments
• Keep track of billable hours
• Assist AR & AP with client & supplier order/invoicing queries
• Meet with suppliers for account & invoice queries
• Check regional stock sheet allocations
• Monitor month end invoicing to meet forecast

Effective Stock Administration

• Maintenance of stock levels – transport, ordering, purchasing
• Manage procurement process from placing orders, to generating POs
• Distribution of stock as required and ordered
• Maintenance of stock database

Procurement

• Sourcing, negotiation, contract management and supplier relationship management.
• Sourcing of quotes from a minimum of three(3) suppliers. Starting the internal procurement process with all the required documents. Completing follow ups with relevant departments.
• Liaising with suppliers, confirmation of ETA delivery, physical delivery verification, GRN, payment processing to Head Office.
• Assist with maintenance of equipment and disposal, transfer of equipment between regions

Asset Management

• Compiling an inventory of the region.
• Completing disposals of assets, regional transfers, cancellations of equipment rentals, site terminations
• Asset life cycle and ancillary cost management

Assist with staff deployment and project requirements

• Logistics around flights and accommodation as needed for projects
• Import and customs clearing for project stock
• Process travel on Travelit for approval
• Process Uniform, Stationary & Grocery requests from Regions & AMR Business Unit
• Compile and maintain project plan
• Liaise with management over bottlenecks and requirements
• Review project profitability
• Assist with Project spill over in all regions

Effective Project Administration

• Compile and maintain project plan
• Liaise with management over bottlenecks and requirements
• Review project profitability

Effective E-Works Administration

• Load jobs and communicate with technicians and managers
• General Manager and Sales Person action
• Load purchase orders
• Send invoices for GRV
• Prepare SOQ for invoicing to clients
• Check Unassigned Jobs, Action required Jobs, Referred by Finance jobs on Eworks
• Process completed Job Cards for Request For Order & No Charge Quotes
• Load client & suppliers

Ad Hoc

• Process EFT payments to suppliers
• Assist with out of country shipping for projects
• Arrange and conclude shipping inspections for customs
• Process vendor applications for Clients & suppliers

Qualification and Experience

• Grade 12 / Matric Equivalent
• A relevant Tertiary qualification
• Minimum of 2 years Projects experience in a similar role