We’re looking for a detailed, driven and pro-active Operations Project Administrator with exceptional organization skills, confident Excel skills and proven Project Management experience who can hit the ground running in our fast-paced environment.
Role reports to: Sales & Marketing Director
Responsibilities
- Management and application of processes, methods, skills, knowledge & experience to achieve specific project objectives according to the acceptance criteria within pre-agreed parameters.
- Manage full installation projects from start to end ensuring customer satisfaction.
- Manage multiple installations – timelines, all stakeholders involved including client, installers, suppliers etc., ensuring efficient delivery of multiple projects.
- Liaise internally with relevant sales person / operations team.
- Adherence to defined timescale and budget for all projects.
- Coordination of all logistical elements of an installation.
- Anticipate needs and ensure preparations against potential risks.
Logistics
- Manage details of all outgoing & incoming profusion units including serial numbers, device IDs, destinations & client details.
- Liaise with courier ensuring customer receives & returns packages.
- Manage the distribution of updated discs & scenting cartridges, sort, label & re-package.
- Distribution of DMX Equipment e.g., shipping out of units.
- Retrieve old units when client receives in-store, inform Tech Team, ASO commences with collection – update CRM.
- Manage DHL oversees shipping; send & receive international parcels; track and trace parcels.
- Ensure courier companies adhere to SLA’s.
- Summarize RAM accounts and compile courier report monthly. List all consignments – dispatch & receive.
- Resolve queries from courier companies.
Administration
- Manage stock control / profusion / visual devices and allocations thereof.
- Manage hardware failures report and tracking of stripped devices.
- Entry of all service-related tickets to Accounts for billing via Odoo.
- Swap out of Profusion/visual Units.
- Respond to all general queries timeously.
- Follow up with TSS / CSR once POD issued – ensure adherence to turnaround time.
- Monitor ticket duplicates – no more than 1 person dealing with the same query/tickets.
- Liaise/arrange with installers regarding certain collections.
- Assist CSR / TSS with basic technical inquiries.
Education & Experience
- Project Management training / experience essential with a track record of managing successful projects (to be assessed).
- High level usage of Excel (to be assessed).
- Customer resolution background.
- Minimum 5+ years’ Administration experience.
- Administration degree / diploma advantageous.
- Customer Service / Call Centre background advantageous.
- Proficient in MS Office.
Skills & Attributes
- Excellent organizational skills based on comprehensive understanding of requirements.
- Ability to direct a project and delegate tasks effectively.
- Confident, pro-active & assertive.
- Meticulous attention to detail.
- Always one step ahead.
- Adherence to planned budgets.
- Process invoices.
- Passion for excellence.
- Ability to work independently and with internal teams.
- Able to prioritize & work under pressure.
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