Project Manager

The successful candidate will be responsible for planning, coordinating, and overseeing projects from client approval to execution.

This includes managing risks to ensure successful project delivery, as well as leading regional Installation Team Leaders and Assistants while ensuring adherence to regional and on-site safety protocols.

Duties and responsibilities:

1. Project Tray: Collect project installation documents from the Project Tray daily.
2. Client Introduction: Contact client once processed documents are received to confirm project initiation and confirm solution only if site initiation document has been received by the client; escalate to Business Development Executive 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 dates.
3. Manage Contracted Installation Team: Brief contractor of scope of work and request RFQ. Send to Business Development Executive for approval. Ensure contractor receives Sign Off template. Contractor pricing review. Contractor works quality control. Contractor Health and Safety compliance. Contractor on-site conduct (In line with the company standards).
4. Pre-Installation Site Audit: 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 Manager.
5. Bill of Materials: 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.
6. Manage Stock for Project: 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.
7. Manage Production for Project: Confirm Image Request has been sent to the HSD Department. Confirm devices have been imaged, media pre-loaded, tested and IP details entered according to Image Request.
8. Pre-Project Administration Tasks: Ensure Project Administrator has created the venue on CMS and a ticket on Manage Engine. All details captured such as venue details received from client and opened Service Request on Manage Engine and CMS.
9. Project Execution Dates & Site Readiness: Send request to Project Administrator to book project execution dates on Installation Calendar. Confirm project execution dates, times and site readiness with client prior to installation. Health & Safety Plan / File preparation.
10. Project Execution: 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. Ensure the Site is updated with serial ID numbers of the hardware and Live devices within 24 hours of job. Ensure installation team leaders have read, are familiar and understand the installation guide. If subsistence and accommodation is required, Travel auth to be prepared.
11. Post-Project Administration Tasks: Complete Installation Details (In Store Date, Installation Date and Warranty End Date) on CMS and Manage Engine. Ensure a detailed Venue Comment is posted, Service Request is closed and complete Sign Off document and photos are submitted by the Installation Team. Perform quality checks on all Teams. Ensure Trading Hours and administrative tasks are scheduled by Project Administrator. Venue health check for the 30-day Probation Period.
12. Physical check of hardware: Ensure Team Leader material received is in new condition, all items on BOM packed, all consumables and tools are packed.
13. Re-inforce onsite protocol: Ensure operatives know what is expected from them regarding their conduct on site.
14. Quality control: Conduct site inspections to ensure high level of customer satisfaction is maintained or delegate the task.
15. Identify training needs of installation Teams: Identify areas where training is needed in order to increase team performance / productivity. Conduct regular virtual venue checks on installation teams (weekly).
16. Tool checks: Weekly tool checks to be done to determine the condition of tools and whether any tools have been lost and need to be replaced.
17. Vehicle Management: 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. Ensure that valid drivers licenses are in place for all drivers every year. Ensure that the installation teams have valid garage cards available to them for use.
18. Contractor Invoices: All contractor invoices to be submitted within 24 hours of completion. Installation contractor invoices to be submitted once received and quality control has been completed, as per Finance Department schedule.
19. Continuous Staff Management: 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 teamwork. Ensure compliance with disciplinary code. Train finance unit and raise awareness and knowledge of financial matter. Facilitate Career Development (TBC - KPI development). Manage Teamwork and 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 for the day).
20. Installation Team Leader Management: 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.
21. Installation Management: Plan installations 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 the installation guide. Ensure that installation sign off obtained from Installers and Contractors are correct and are up to the company standards. Monitor the 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).
22. Adhoc Duties: Adhoc duties as requested by Head of Department or CEO.

Requirements:

1. Minimum 5 Years of Proven Experience in project management or a similar role within a technical, construction, engineering, or manufacturing environment.
2. Relevant Qualification in Project Management, Engineering, Business Management or related field (advantageous if PMP, Prince2, or similar certified).
3. Strong Technical Knowledge and the ability to understand and interpret technical drawings, specifications, and requirements.
4. Excellent Communication Skills both verbal and written, with the ability to engage with clients, team members, and stakeholders at all levels.
5. Exceptional Organizational and Time Management Skills, with the ability to manage multiple projects simultaneously.
6. Proven Ability to Thrive Under Pressure, managing high workloads while maintaining accuracy, focus, and attention to detail under tight deadlines.
7. Strong Problem-Solving and Decision-Making Skills, with a proactive and solutions-driven mindset.
8. Excellent Leadership and Team Coordination Abilities, including managing cross-functional teams and external service providers.