The purpose of the Projects Coordinator is to oversee and facilitate the successful planning, execution, and completion of projects within RCA. Their primary responsibilities include coordinating various project activities, ensuring that tasks are completed on time, and serving as a liaison between different teams involved in the project. The Projects Coordinator serves as a central point of coordination and control, aiding in Streamlining project workflows and contributing to the successful delivery of projects within RCA and to the Customer.
The Projects Coordinator role will contribute to the overall achievement of strategies, vision, mission, and goals.
Key Responsibilities:
- Monitoring of incoming mail and completion of messages /tasks.
- Managing tasks by using existing platforms and keeping all parties informed of progress.
- Participation in all RCA project meetings, recording of these meetings, and completion of all tasks on platforms available to those responsible. These must be managed and tracked until they are completed.
- Communicating to customers with regard to project/timeline progress. This includes appointments for contractors to be on site for site inspection, installations, commissioning, and training.
- All documentation – quotations, invoices, account application forms, structural drawings, equipment lists, safety files, etc should be saved to each project file for easy access.
- Follow up with customers on outstanding payments, cash, and credit accounts.
- Up-to-date filing system for audit purposes – keep all project management files and spreadsheets updated.
- Travel bookings and arrangements for customers when visiting an RCA showroom, congress, Hospital, or a supplier.
- Monitor the paperwork – they must match (quotation, PO, SO, Invoice)
General Responsibilities:
1. Project Planning:
- Assist in developing project plans, timelines, and milestones.
- Contribute to the creation of project scope and objectives.
2. Communication:
- Facilitate communication between project teams, stakeholders, and management.
- Distribute project-related information to team members and stakeholders.
3. Task Coordination:
- Coordinate tasks and activities among project team members.
- Ensure that project tasks are completed on time and within scope.
4. Documentation:
- Maintain and update project documentation, including project plans, schedules, and status reports.
- Document meeting minutes and action items.
5. Resource Management:
- Assist in allocating and managing resources for projects.
- Monitor resource availability and utilization.
6. Monitoring and Reporting:
- Track project progress against established milestones and deliverables.
- Generate and distribute regular project status reports.
7. Risk Management:
- Identify and assess project risks.
- Work with the project manager to develop and implement risk mitigation strategies.
8. Quality Assurance:
- Ensure that project deliverables meet quality standards.
- Contribute to the development and implementation of quality assurance processes.
9. Stakeholder Management:
- Engage with stakeholders to gather requirements and expectations.
- Manage relationships with project stakeholders.
10. Budget Management:
- Monitor project expenses and ensure they align with the approved budget.
- Contribute to budget planning and forecasting.
11. Meeting Facilitation:
- Organize and facilitate project meetings.
- Ensure that meeting agendas are developed and distributed.
12. Cross-Functional Collaboration:
- Foster collaboration and communication among different departments or teams involved in the project.
13. Problem Solving:
- Identify and address project issues promptly.
- Collaborate with the project team to find solutions to challenges.
14. Continuous Improvement:
- Contribute to the identification of areas for process improvement.
- Participate in post-project reviews to capture lessons learned.
Requirements:
- Computer literacy and Proficient in Ms Office.
- Experience with project management is preferable.
- Matric and additional supporting qualifications will be advantages.
- Ability to maintain a high level of accuracy.
- Adherence to ISO 13485 procedures and requirements
- Excellent English verbal and written communication skills
- Good interpersonal and listening skills.
- Quality Driven and Committed
- Ability to negotiate and influence others positively.
- Ability to handle pressure.
- Problem-solving skills.
- Punctual, reliable, and aware of time – sense of urgency
- Ability to generate new ideas and improvements.
- Ability to implement control measures.
- Highly organized Initiative and Proactive.
- Willing to work overtime when required.
