Projects Coordinator

Intervid Africa; Johannesburg; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Intervid Africa in Gauteng is seeking a Projects Coordinator to join our Paulshof team. You will manage the end-to-end project workflow: ordering, scheduling, installation, documentation and invoicing to ensure on-time delivery.

You will chase overdue invoices, keep live updates in the CRM, and generate weekly and monthly status reports. The role suits a highly organized communicator who thrives under pressure and keeps a precise audit trail.

Qualifications

• Must have proven experience in project administration, service coordination, operations administration or a similar role.
• Hands-on invoicing or billing experience.
• Strong Excel skills (formulas, lookups) plus Word and Outlook.
• Experience working in a CRM or ERP system.
• Clear, professional written and spoken English.
• Highly organized and accurate, and calm under multiple tasks.

Responsibilities

• Invoice completed work daily and collect sign-offs for invoicing the same day.
• Chase outstanding invoices and elevate overdue payments.
• Order stock from approved project requirements and manage suppliers.
• Capture, check and allocate sales orders to projects.
• Schedule daily and weekly Gauteng and Cape Town technicians with site needs.
• Track projects from order to close-out and keep files current.
• Compile monthly commission schedules and submit for approval.
• Produce weekly and monthly sales and project status reports.
• Compile project Health & Safety files and maintain documentation.
• Run vehicle and tool inspections and follow up on repairs.

Skills

Invoicing

Billing

CRM software

ERP system

Excel

Word

Outlook

Education

National Senior Certificate / Matric

Tools

CRM

ERP

CRM/ERP

Excel

Word

Outlook

Job description

Intervid Africa, an established division of United Business Solutions, is a leading CCTV, Access Control and T&A solutions provider, based in South Africa. We are looking for a Projects Coordinator to join our Gauteng projects team at our Paulshof office.

This role is the hub of the team. Every project we sell has to be ordered, scheduled, installed, documented and invoiced, and you make sure all five happen on time. Work that is completed but not invoiced is lost revenue. In this seat, you own that gap and close it every day.

If you're the kind of coordinator who keeps a list for everything, chases until it's done, and spots an un-billed job before anyone asks, keep reading.

Your Key Duties

• Invoice completed work daily. Collect sign-offs and completion documents from Project Managers and technicians, check them, and submit for invoicing the same day. Keep a live register of anything still waiting.
• Follow the money. Chase outstanding invoices and payments with Finance and the Account Managers, and elevate anything overdue.
• Order stock from approved project requirements, manage suppliers on price and delivery, and chase late deliveries before they delay a site.
• Manage sales orders. Capture, check and allocate them to the right projects, and follow them through to completion.
• Schedule the technical teams. Run daily and weekly schedules for Gauteng and Cape Town technicians, and make sure every team has the site requirements, tools and materials before it leaves.
• Track every project from order to administrative close-out. Keep the files current and flag delays early.
• Compile the monthly commission schedules, check them against approved sales orders and submit them for approval.
• Keep the CRM honest and produce weekly and monthly sales and project status reports.
• Compile project Health & Safety files, including for mining and industrial sites, and keep the company document register current, with expiry dates monitored.
• Run vehicle and tool inspections, record the results and follow up on repairs.

Minimum Qualifications

• National Senior Certificate / Matric
• Proven experience in project administration, service coordination, operations administration or a similar role
• Hands-on invoicing or billing experience
• Strong Excel (formulas, lookups, working with long lists), plus Word and Outlook
• Experience working in a CRM or ERP system
• Clear, professional written and spoken English
• Highly organised and accurate, and calm when five things need doing at once

We weigh aptitude, accuracy and follow-through over years served. Around two years' experience is a good guide, but a shorter track record with a strong written answer to our hardest-problem question will get you the same interview.

Further Advantageous Skills

• A qualification in project, business or operations administration
• Experience in electronic security, CCTV, access control or technical installations
• Experience compiling Health & Safety files for mining or industrial sites
• Experience calculating or compiling sales commissions
• HubSpot or e-automate experience