SALES/OPERATIONS & PROJECT ADMINISTRATOR at Adapt IT

Introduction

The Sales/Operations and Project Administrator plays a critical role in supporting the sales/operations and project management teams to ensure efficient sales/operations and successful project delivery. This position is designed to facilitate communication between stakeholders, manage documentation, and streamline processes that drive sales/operations and project outcomes. The administrator will assist in capturing and tracking sales opportunities according to processes, co-ordination of assets, ensure capturing and co-ordination of projects within Sciforma, assist with financial processes e.g. DAC’s, GRN/receipt numbers and invoicing as well as maintaining data accuracy across the tools being utilised within the VBU. Ultimately, the purpose of this role is to enhance team productivity, improve customer satisfaction, and contribute to the overall success of sales/operations initiatives and project deliverables.

Description
Primary Responsibilities for the Role

1. Ensuring that sales/operations/projects are run in compliance with the VBU processes.
2. Assist Sales/Operations and Project Manager(s) with documentation and reporting.

Revenue Generation and Initiatives (Sales, Operations and Projects)
Review and manage capturing of opportunities and projects in Jira/Zoho and Sciforma by highlighting issues especially related to data accuracy and project workflows. Consolidated reporting according to business standards.

1. Assist with capturing of opportunities within Jira/Zoho by ensuring all mandatory fields are completed with correct data.
2. Assist and review the capturing of projects in Sciforma by ensuring all mandatory fields are completed with correct data.
3. Highlight issues/bottlenecks in set-up of opportunities and projects with relevant invoicing milestones/transactions within Jira/Zoho and Sciforma.
4. Highlight incorrect status alignment of projects between Sciforma and Jira/Zoho.
5. Monitor adherence of sales processes within SLA.
6. Assist and monitor Sciforma by providing the PS Manager with the project Over Budget and Over Schedule reports on a monthly basis.
7. Overall correct assignment and status alignment within the tools (Jira/Zoho/Sciforma), throughout the sales, project and finance processes.
8. Update keeping of the consolidated sharepoint site, ensuring folders are created and links are shared within the tools.
9. Governance with regards to correct utilisation of agreed templates throughout sales, project and finance processes.
10. Assist and keep track of admin project documentation related to VPN, Domain, Server access at customers, inclusive of customer confirmation related to verification of active employees within their domain (to ensure there are no unauthorised access to customer domains).
11. Provide and create visibility on contract renewals, inclusive of proposal/quotes and follow-up on sign-off and ensure the update of the contract register in conjunction with sharepoint folders.
12. Ad-hoc assist with travel arrangements within the VBU.
13. Update keeping of asset registers within the VBU.

Financial Performance
Define and facilitate an efficient process for forecasting, invoicing milestones and process flow in conjunction with utilisation of relevant approved documentation. Focus on project performance (POC) and provide at month-end as part of evidence when taking WIP/POC.

1. Ensure all invoicing milestones are created and align with proposal invoicing terms and PO per project within Jira/Zoho/Sciforma.
2. Adherence of financial data accuracy to Jira/Zoho/Sciforma mandatory fields.
3. Utilisation of correct templates e.g. DAC’s, etc.
4. Preparing of project, managed services and maintenance renewal DAC’s and follow-up on sign-off with customer as well as assist with obtaining receipt/GRN numbers before invoicing can commence.
5. Highlight issues related to WIP, POC ensuring relevant evidence is provided.
6. Assist Project Manager with monthly forecast administration.
7. Follow-up on debtors and obtaining WHT certificates.

Tools (Framework/Systems)
Highlight adherence issues in terms of workflow and processes as well as identifying enhancements by making better use of existing and proposing the use of future capabilities within the tools utilised within the VBU.

1. Proactively monitoring and correcting data within Jira/Zoho/Sciforma.
2. Identify enhancements to the tools related to workflows.
3. Regular Jira/Zoho/Sciforma maintenance and auditing to be performed to ensure data accuracy.

ROLE CHARACTERISTICS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Skills:

1. Numeric, analytical, high attention to detail, able to prioritise.
2. Ability to combine strong analytical skills with business and project knowledge.
3. Problem-solving skills.
4. Excellence in planning and execution.
5. Results orientated.
6. Good communication skills.
7. Ability to initiate and implement improved capabilities and processes.
8. Strong analytical and critical thinking skills.
9. Ability to maintain confidentiality at all times.
10. Accurate.

Self-Management:

1. Adapts to change.
2. Maintains a positive attitude.
3. Works effectively and efficiently in pressured situations.
4. Well organised in all aspects and task orientated.
5. Time Management – Prioritise and Punctual.
6. Reliable and dependable.
7. Maintains productivity.
8. Requires minimal supervision.
9. Utilising initiative.
10. Delivers required results within time and quality expectations.
11. Is organised and productive at the office or in a home working environment.
12. Stress tolerant.

Interpersonal:

1. Builds solid, effective working relationships with others within a team environment.
2. Listens attentively to others.
3. Works independently and lead or contribute to initiatives that will support the growth.
4. Flexible and open to change.
5. Patience.

SIGNIFICANCE OF ROLE IN THE ORGANISATION

The Sales/Operations and Project administrator plays a crucial role in coordinating various administrative functions that support the smooth functioning of the VBU, with inclusion of enabling better communication, operational efficiency and successful project outcomes.

Minimum Requirements
Desired Skills, Experience and Qualities

Education & Qualification

1. Grade 12.
2. Computer literate (MS Office, JIRA, Zoho, Sciforma, eMail, SharePoint).
3. Knowledge of Project Management Principles.
4. Good command of English language (verbal and non-verbal).
5. Good interpersonal skills.
6. Good training, mentoring and knowledge transfer skills.
7. Willingness to learn.

Relevant Experience

1. 2 years’ experience in Business and Projects in a Telecoms/ICT environment.
2. Experience in Administration functions to optimise performance.
3. An understanding of sales, project and budgeting procedures and methods.
4. Well-groomed and presentable as liaison takes place with individuals on all organisation levels and in some instances with customers.

Driving Value
Actively seeking and implementing opportunities to maximize improvement in any aspect of the business.

1. Setting a culture of continuously striving for better performance.
2. Challenging the current state to seek real improvements.

Leading People
Motivating and developing people to deliver superior results in a responsible manner.

1. Building and maintaining effective culture.
2. Creating a climate in which individuals & teams develop their potential and contribute their best.
3. Managing accountabilities and providing timely and constructive feedback.
4. Coaching and providing development opportunities that enable high performance.

Leading Self
Taking responsibility and accountability for own behaviour, performance, and development

1. Taking ownership for own performance and decisions and their impact on the business.
2. Demonstrating tenacity and resilience even when faced with obstacles.
3. Seeking opportunities for personal feedback, learning and development.
4. Acting decisively when tough or quick action is required.