About the position
Introduction
We are currently recruiting for an experienced Project Manager based in either Gauteng, Cape Town or KZN to assist with invoicing and correct administration of [URL Removed] all project phases are monitored, planned correctly and clients are engaged constantly and consistently and risks are managed.
Description
PURPOSE OF THE POSITION
- Responsible for invoicing and correct administration of projects
- Ensure all project phases are monitored and planned correctly
- Clients are engaged constantly and consistently
- Risks are managed
- Project manage small to medium projects
- To uphold adapt it micros values and procedures.
- To maintain customer success in all project management.
Primary Responsibilities for the Role
Administration
- Create jobs on Service Manager and produce delivery notes
- Process credit notes and price adjustments after authorization from directors
- Check and control all credit notes and keep them in sequenced numbers
- Make sure all credit notes are signed and re-raised if need be
- If the customer AR number does not exist, follow up with the Account Manager to create and promote from CRM
- Notify Account Manager of incomplete or wrong AR customer information
- Provide sales / customers with copies of invoices upon invoicing (only on request)
- Invoice courier charges – get UTI info and courier control sheet for backup
- File in sequential order and upload to Digital Cabinet
- Solve queries regarding invoicing
- Weekly – update / correct the job codes and Account Managers on VM jobs
- Prepare pro forma invoices on request
- Update the open job status report
- Liaises with the account department to assist with the accurate invoicing of software, labour, travel and other charges.
- Arrange weekly project meetings with the sales department to discuss upcoming installations/projects.
- Assist the sales department with the planning and scheduling of resources for the project.
- Maintain client folders.
- Maintain all client license & support agreements and ensure that signed copies are filed.
- To account for all dockets and documentation issued by Micros.
- File all Sign off, DN and project documentation on Digital Cabinet
- Ensure that Project completed signoff documentation is returned by Installations team.
- Ensure that Technicians hand back completed Timesheets for each site.
- Follow-up with Technicians on all outstanding documents, databases, Server swop Forms, DN and Timesheets
- Reconcile installers’ time sheets with the original order and invoice.
- Make a new suspension file for each Customer
- Make accommodation bookings as and when requested by PMs and send the invoice to Accounts for EFT payment
- Ability to create a project plan, highlighting timings and risks associated
Pre-Installation
- Ensure correct scoping and quoting
- Request scheduling on projects
- Ensure that standard MICROS order form and signed quote are received from sales department.
- When required, meet with client, and conduct pre-installation inspection.
- Ensure that installation procedures are explained, discussed, and agreed upon with Client.
- Confirm dates, resources, travel arrangements and other important installation details with client.
- All country specific requirements to be confirmed with the client (taxes, legal requirements, etc.
- Obtain stationery, forms (e.g. letterheads, confirmation letters, registration cards, folios, etc.) from client.
- Liaise with client regarding completion of the pre-installation documentation.
- Arrange for the completed pre-installation documentation to be returned to Micros before the install, preferably 2 weeks prior to installation.
- Co-ordinate third-party software/hardware suppliers to ensure successful installation/interface/integration with MICROS.
- Inform the client and install team of any updates/changes both before commencement of the project.
- Create training schedules and confirm these with the installers and, subsequently, the client.
- Follow up on hardware, software and environment requirements.
- Inform installers of all commitments made to the client by the sales department.
- E-Mail all relevant Project Brief to the installer before the commencement of the project (client information, client stationery, client profile, license codes, S&T agreement, license agreement, sign-off documentation, etc.).
- Prepare all travel arrangements (airport transfers, flights, visas, foreign currency, etc.) for the installation team.
- Liaise with sales department regarding special requests/arrangements and payment proposals.
- Ensure all Condition of Sale, Debit Order and SEL Agreements are received prior to the installation date.
- Communicate with the Network Cabling company regards installation dates and ensure completed on time.
During Installation
- Follow up on the project progress/status with the client and the install team during the project and deal with any issues that may arise.
- Follow up with client and install team on the day after ‘live day’.
- Provide feedback to sales department and Operations team as to the progress of the project.
Post-Installation
- Ensure the client and the install team have signed off the project.
- Ensure that any outstanding issues are handed over to the Technical Manager for follow up.
- Copies of clients’ databases are available on the in-house network.
- Ensure client is aware of contact numbers and support procedures.
- Provide feedback to the sales department regarding the project.
Minimum Requirements
Minimum Qualification and Experience Requirements
- Matric / Grade 12 / Equivalent
- MS Word and Excel understanding
- Work Experience in Invoicing/Project administration (Advantageous)
- Qualification in Fundamentals of Project Management essential
- PMBOK qualification highly advantageous
- Prince 2 qualification highly advantageous
- Minimum 3 – 5 years’ experience in a Project Management role
Desired Skills and Qualities
Personal Attributes and Qualities
- Excellent communication skills, both oral and written.
- Panning & Administration Skills.
- Meticulous, with high attention to detail.
- Great inter-personal skills.
- Team player.
- Demonstrate ability to take initiative and carry our assigned tasks to completion.
- Time Management and demonstrate good organisational skills.
- Committed, motivated and able to achieve tasks in line with deadlines.
- Able to prioritise importance tasks and adhere to deadlines.
- Organized
- Ability to multitask
- Customer focused
- Quick thinker
- Excellent planning skills
- Excellent communication skills
- Attention to detail
Desired Skills:
- Opera
- Project
- Hospitality
