Project Administrator - Engineering Sales ( 6 Months)

QUALIFICATIONS AND EXPERIENCEn At least 3 years'' experience in a similar field;n A basic secretarial or office-administration or projects diploma/certificate from a recognised institution-or equivalent will be an advantage;n Computer literacy MS Office (MS Word, Excel, PowerPoint, Outlook). Syspro will be an advantage.DUTIES AND RESPONSIBILITIESProvide retrospective proposals support to the extended projects team, including:Compiling proposals:n Assist with compiling detailed tenders/quotes that meet the client requirements as per the costing and technical details provided by the projects engineer. Completion of the commercial part of tenders (Tender returnable).n Ensure that tenders and quotations meet the Company and customers commercial terms and conditions.n Update and maintain the quote register for all projects quotes.n Upload project quotes on CRM.n Arrange transport / installation / rigging quotations from subcontractors.n Update Quote Schedule & Logging all enquiries.n Log and track all orders and current Proposals / Tenders / Enquiries / Contracts.n Open all contract files.n Ensure all documentation is maintained on the e-Filing server according to the agreed process.n Perform electronic and hard-copy proposals filing, as necessary.n Assist in obtaining sign-off of proposals deliverables, as necessary.Project administration:n Open new contracts and assist with keeping contract files (soft copy and hard copy) up to date.n Compile order confirmation and send to customer.n Process orders on Syspro (Projects and contracts sales orders).n Process purchase orders on sub-suppliers.n Issue delivery notes using SYSPRO.n Ensure that goods are invoiced once P.O.D has been received (projects and contracts invoicing).n Assist with follow ups on project stock.n Generate and maintain bank guarantees.n Generate data packs for customers.n Follow up on payments for each project.n Assist with keeping the contract schedule up to date.n Assist with commissioning schedule and arrangements with technicians.Reportingn Assist with monthly project reporting.n Document (minute) various meetings within the required timeframes and quality.n Follow up on overdue reports and distribute, as needed.General Administration:n Typing of quotations, tenders and general correspondence.n Prepare customer documentation using creative flair and initiative i.e., tenders and data-books.n Answer telephones, route calls, take messages, and provide general information; greet and direct visitors; answer routine inquiries; maintain log of inquiries as required.n Proof read drafts of correspondence for correct grammar, punctuation and spelling corrections.n Assist with travel arrangements.n Act as ISO facilitator for the department.
Johannesburg, GT, ZA