Project Coordinator (Non-Connected Civil)

POSITION STATEMENT

The Project Coordinator supports the Project Manager as the central control point for records, actions and evidence on non-connected fibre and CAPEX maintenance projects. The role covers the project from the approved executable project through permissions, costing, kick-off, civil build, DIT and optical handover, and close-out. Survey and planning are out of scope. The Project Manager keeps delivery accountability.

KEY RESPONSIBILITIES

• Permissions, Wayleave & Executable Readiness Coordination
• Verify the approved executable pack, BL1, wayleave pack, landlord approvals and permit records are complete, correct and filed against the right project, and coordinate their hand-off between the Project Manager, Permissions/Wayleaves, ILO and contractor.
• Escalate missing documents, outstanding permission evidence, access dependencies and discrepancies to the Project Manager.
• Kick-Off, Scheduling & Stakeholder Administration
• Coordinate kick-off readiness and meetings with stakeholders; issue invitations and agendas and maintain attendance, minutes, decisions and action registers.
• Track kick-off actions to closure, reflect confirmed requirements in DFA and BMCT Quickbase, and escalate delays that threaten the OLA or committed delivery dates.
• Financial Administration
• Coordinate costing requests, quantities and rate-card information for Project Manager review, and issue LOAs per approved processes and delegated approvals.
• Request, track and record customer and supplier POs, amendments and commercial references, keeping an auditable record of quotes, approvals, variations, actuals and invoices.
• Contractor Documentation & Readiness Control
• Compile and issue contractor project files, and track acceptance, H&S submissions, SWMS/HIRA, access information and other readiness prerequisites before mobilisation.
• Validate returned files for completeness, version control and project referencing; refer documentation gaps and concerns to the Project Manager and communicate document standards to contractors.
•  Project Close-Out Control
• Receive and validate CAC packs for completeness, references, signatures, dates and evidence, and chase missing SPPE, DIT, as-built, redline, wayleave sign-off, photograph and quantity records.
• Upload approved completion and close-out documents to DFA and BMCT systems within the required turnaround.
• Maintain an exception list and support prompt closure to prevent CAC, as-built, WIP and completed-not-invoiced backlogs.
• Invoice Processing, Statements & Reconciliation
• Compile and upload customer and supplier invoice packs, verify supporting documents, and follow up workflow actions within cut-off dates.
• Request contractor statements and reconcile projects, POs, invoices and payment status.
• Return incomplete submissions, keep a discrepancy register, and support payment requests only when records are complete.
• Data Integrity, Reporting & OLA Support
• Keep DFA Quickbase, BMCT Quickbase and trackers current and consistent; produce or support OLA/MTTI, milestone, forecast, invoice-status and exception reports.
• Monitor turnaround from executable release to kick-off and flag risk before targets are missed.

REPORTING TO:

Project Manager

BEHAVIOURAL COMPETENCIES

• Accuracy
• Quality focused
• Good Communication
• Teamwork
• Dutifulness
• Organisation
• Ability to handle pressure

SKILLS & KNOWLEDGE

• Knowledge and understanding of the telecommunications industry
• Basic financial understanding
• Computer literacy
• Adhere to company policies and procedures
• In depth understanding of the following: fast-reporter, otdr, olts, pmd, and cd Testing

QUALIFICATIONS & EXPERIENCE

• Grade 12
• Project administration / project management qualification an advantage
• Min 2 years project experience
• Previous experience working in a telecommunication company would be advantageous.