ENVIRONMENT:

A Managed IT Services Provider is seeking an Office Project Coordinator who will be responsible for coordinating, tracking and supporting technical projects from the office. This role ensures projects are scheduled correctly, resources are allocated efficiently, documentation is accurate and communication between clients, technicians, suppliers and internal teams runs smoothly. The position is administrative and coordination-focused, ensuring projects are delivered on time, within scope, and with minimal operational disruption.

DUTIES:

Project Coordination

• Coordinate project schedules, timelines and task allocations
• Track project progress and flag delays or risks early
• Ensure technicians and installers are booked correctly
• Assist with managing multiple projects simultaneously
• Support project handovers from sales to technical teams

Communication & Liaison

• Act as the central communication point for projects
• Liaise with clients regarding scheduling, access and timelines
• Communicate with technicians, suppliers and internal teams
• Escalate issues to the Finance Manager or Operations Manager when required

Documentation & Administration

• Maintain accurate project files and documentation
• Ensure job cards, project scopes and handover documents are completed
• Assist with updating ZOHO CRM
• Prepare basic project status reports

Resource & Stock Coordination

• Coordinate equipment availability and deliveries
• Assist with tracking project-related stock and materials
• Liaise with suppliers regarding lead times and orders

Financial & Compliance Support

• Assist with tracking project costs vs quotes
• Ensure timesheets and job cards are submitted on time
• Support invoicing readiness by confirming project completion
• Ensure compliance with internal processes and client requirements

Customer Service

• Ensure a professional client experience throughout the project lifecycle
• Handle project-related queries and follow-ups
• Support issue resolution and post-install feedback

REQUIREMENTS:

Minimum Requirements

Qualifications

• Matric (required)
• Certificate or diploma in Project Administration / Office Administration (advantageous)

Experience

• 2–3 years in an office coordination, admin or project support role.
• Experience in IT Sales, technical, or services environment advantageous

Skills & Competencies

Core Skills

• Strong Administrative and communication skills
• Computer literate in MS Office and Excel. (ZOHO CRM advantageous)
• Strong organisational and multitasking ability
• Excellent written and verbal communication
• High attention to detail
• Ability to work under pressure and manage deadlines