Project Management Coordinator at One Digital Media

KEY PERFORMANCE TASK DESCRIPTION

• Collect project installation documents from the Project Tray sent out daily Project Admin
• Accept all relevant job by responding to Project Admin via email.
• Contact client once processed documents are received to confirm project initiation and confirm solutiononly if site initiation document is provided, escalate to Manager and Head of Sales if not supplied.
• Send Site Readiness Certificate (lists pre-installation requirements) to client
• Request program with expected project execution date, floor plans or hardware placement specifications, Health and Safety requirements, site requirements
• Confirm project timelines and expected installation date
• Brief contractor of scope of work and request RFQ
• Send to Network Director/Manager for approval
• Ensure contractor receives Sign Off template
• Contractor pricing review
• Contractor works – quality control
• Contractor HS&E compliance
• Contractor on-site conduct (In line with ODM standards)
• Confirm pre-installation site audit date
• Ensure Site Audit sheet is completed (hardware and consumables confirmed, hardware placements confirmed, pre-installation requirements met, risks identified, additional tools required confirmed) and submitted to Project Manager and Regional Operational Manager
• Ensure latest version of BOM template is used
• Complete BOM template and send out upon project initiation
• Add additional consumables to BOM post site pre-installation audit
• Confirm stock ETA’s with Procurement Manager
• Confirm stock availability with Warehouse Manager
• Ensure all stock received and packed prior to project execution date
• Confirm shipment with stock controller if contractor is used.
• Confirm Image Request has been sent to HSD Department
• Confirm devices have been imaged, media pre-loaded, tested and IP details entered according to Image Request
• Ensure Project Administrator has created venue on CMS and Manage Engine, captured venue details received from client and opened Service Request on Manage Engine
• Send request to Project Administrator to book project execution dates on Installation Calendar
• Confirm project execution dates and times and site readiness with client prior to installation
• Health & Safety Plan/File preparation
• Ensure Installation Team takes required documents and files to site (ID copies, floor plan, Letter of Good Standing, Health and Safety file)
• Ensure installation teams receive complete handover packs (Site details, venue specific asset register, client handover / welcome document and helpdesk number, on-site assistance training register, screen placement)
• Brief Installation Team on scope of work, confirm if PPE required
• Ensure devices have connectivity, screens displaying media once installed
• VV and Site updated with serial ID’s and LIVE devices within 24 hours of job
• Ensure installation team leaders have read, are familiar and understand the installation guide
• If Subsistance and Accommodation is required, TA to be prepared.
• Complete Installation Details (In Store Date, Installation Date and Warranty End Date) on CMS and Manage Engine
• Ensure detailed Venue Comment is posted, Service Request is closed and complete Sign Off document and photos are submitted by Installation Team. Perform quality checks on
• Ensure Trading Hours are scheduled by Project Administrator
• Venue health check for the 30-day Probation Period.
• Ensure Team Leader checks boxes received are in new condition, material received in new condition, all items on BOM packed, all consumables and tools are packed
• Ensure operatives know what is expected from them regarding their conduct on site
• Conduct site inspections to ensure high level of customer satisfaction is maintained (every 10th installation) or delegate the task.
• Identify areas where training is needed in order to increase team performance/productivity
• Conduct regular virtual venue checks on installation teams (weekly)
• Weekly tool checks to be done to determine the condition of tools and whether any tools have been lost
• Collate and maintain vehicle lease and vehicle driver details and vehicle handover documents upon fleet vehicle exchange
• Conduct vehicle checks every two weeks in accordance with the vehicle checklist
• Identify and report irregular vehicle usage by monitoring vehicle with the Tracker tool on a continuous basis
• Ensure timeous vehicle servicing by monitoring km usage and acting of service intervals
• Reporting all vehicle related incidents such as accidents and fines to finance and head of operations and ensure that insurance/deductions/disciplinary action takes place where necessary
• Obtain and check mileage claims every two weeks and submit to Finance for Field Technicians and / or Contractors and / or Contractors by ensuring that a ticket was attended to and that sign off has been obtained by Field Technician.
• Ensure that valid driver’s licences are in place for all drivers every year
• Ensure that the installation teams have valid garage cards available to them for use
• Installation contractor invoices to be submitted fortnightly, as per Finance Department schedule
• Support Performance Management
• Ensure that job profiles in place for all jobs
• Conduct annual performance review and record outcome on file
• Hold performance discussions regularly both formally and informally
• Investigate non-performance issues and ensure that it is resolved speedily
• Foster a spirit of committed team work
• Ensure compliance with disciplinary code
• Train finance unit and raise awareness and knowledge of financial matter
• Facilitate Career Development (TBC - KPI development)
• Ensure that annual career development discussions are held and that career discussions documented and on file
• Ensure that career development is assessed against individual needs
• Manage Teamwork Be in regular consultation with team
• Facilitate effective team interaction
• Ensure that each team member used to his/her full potential
• Attendance monitoring
• Simple Pay access (leave, sick leave)
• Disciplinary management
• Ensure that installations are allocated to each team leader (Installations Technicians and / or Contractors and / or Contractors and / or Contractors for the day
• Ensure that each installation is up to date with open jobs on Manage Engine
• Ensure that tickets are closed by the teams on the day of the installation and sign off and pictures are sent to Project Admin
• Weekly check on teams’ tools and communication devices such as the, Installation tool BOM, PPE checklist, tablet and phone
• Verbally reinforce site protocol by checking with Installation Team Leader that he knows what is expected of him regarding conduct on site conduct and job specifications
• Conduct virtual venue checks every two weeks and complete virtual venue documents
• Plan installation and ensure that installation teams receive complete hand over packs containing site details, venue specific assets register, client handover/welcome document and helpdesk number, onsite assistance training register and screen placement
• Ensure that installation team members have read, are familiar with /understand the installation guide
• Ensure that installation sign obtained from Technicians and / or Contractors and / or Contractors and very correctness of content
• Monitor installation calendar – be abreast of what is expected and ensure that installation teams are sufficiently prepared for upcoming installations
• Manage the capacity of installation teams, ensuring optimal use of manpower
• Ensure that the following documents are checked, completed and that a record is kept thereof, where applicable: -
• Installation calendar
• Signoff document
• Site Inspection document
• Copy of BOM
• Floor plan
• Audit document
• Installation guide
• Health and Safety documents (which documents apply)