Operations Logistics & Projects Administrator

We're looking for a detailed, driven and pro-active Operations Project Administrator with exceptional organization skills, confident Excel skills and proven Project Management experience who can hit the ground running in our fast-paced environment.

Role reports to: Sales & Marketing Director

Responsibilities

1. Management and application of processes, methods, skills, knowledge & experience to achieve specific project objectives according to the acceptance criteria within pre-agreed parameters.
2. Manage full installation projects from start to end ensuring customer satisfaction.
3. Manage multiple installations – timelines, all stakeholders involved including client, installers, suppliers etc., ensuring efficient delivery of multiple projects.
4. Liaise internally with relevant sales person / operations team.
5. Adherence to defined timescale and budget for all projects.
6. Coordination of all logistical elements of an installation.
7. Anticipate needs and ensure preparations against potential risks.

Logistics

1. Manage details of all outgoing & incoming profusion units including serial numbers, device IDs, destinations & client details.
2. Liaise with courier ensuring customer receives & returns packages.
3. Manage the distribution of updated discs & scenting cartridges, sort, label & re-package.
4. Distribution of DMX Equipment e.g., shipping out of units.
5. Retrieve old units when client receives in-store, inform Tech Team, ASO commences with collection – update CRM.
6. Manage DHL oversees shipping; send & receive international parcels; track and trace parcels.
7. Ensure courier companies adhere to SLA's.
8. Summarize RAM accounts and compile courier report monthly.
9. List all consignments – dispatch & receive.
10. Resolve queries from courier companies.

Administration

1. Manage stock control / profusion / visual devices and allocations thereof.
2. Manage hardware failures report and tracking of stripped devices.
3. Entry of all service-related tickets to Accounts for billing via Odoo.
4. Swap out of Profusion / visual Units.
5. Respond to all general queries timeously.
6. Follow up with TSS / CSR once POD issued – ensure adherence to turnaround time.
7. Monitor ticket duplicates – no more than 1 person dealing with the same query / tickets.
8. Liaise / arrange with installers regarding certain collections.
9. Assist CSR / TSS with basic technical inquiries.

Education & Experience

1. Project Management training / experience essential with a track record of managing successful projects (to be assessed).
2. High level usage of Excel (to be assessed).
3. Customer resolution background.
4. Minimum 5+ years' Administration experience.
5. Administration degree / diploma advantageous.
6. Customer Service / Call Centre background advantageous.
7. Proficient in MS Office.

Skills & Attributes

1. Excellent organizational skills based on comprehensive understanding of requirements.
2. Ability to direct a project and delegate tasks effectively.
3. Confident, pro-active & assertive.
4. Meticulous attention to detail.
5. Always one step ahead.
6. Adherence to planned budgets.
7. Process invoices.
8. Passion for excellence.
9. Ability to work independently and with internal teams.
10. Able to prioritize & work under pressure.