Project Coordinator

Manage and coordinate Audio Visual and Video Conferencing installation projects from initial client purchase order through to successful project completion, client sign-off, and formal handover to the service division. Operating as a central coordination hub, this full-time position ensures that technical projects are planned, scheduled, resourced, documented, and executed.

Working from the office in Midrand, Gauteng, with required travel to client sites, the role connects internal departments—including Sales, Pre-Sales, Procurement, Logistics, Installation Teams, Service Teams, and Management—with external stakeholders, suppliers, and subcontractors. The environment demands a structured, proactive professional who excels at tracking project progress, identifying operational risks early, and maintaining transparent communication across all channels.

The impact of the role relies on managing project initiation, verifying bills of materials against quotations, scheduling technical installation resources, tracking stock availability with procurement teams, and ensuring complete project close-out documentation.

Key Responsibilities

• Project Initiation & Verification: Receive and review client purchase orders against approved quotations, technical designs, bills of materials, floor plans, and scope documents, escalating scope concerns or missing information prior to execution.
  

• Planning & Scheduling: Develop, maintain, and monitor realistic project schedules, coordinating site access, permits, client availability, and installation team schedules while identifying delays or logistical constraints early.
  

• Resource & Safety Coordination: Schedule internal installation technicians and external subcontractors, confirm required technical skills, ensure access to project documentation and tools, and share health and safety details with the safety administrator.
  

• Procurement & Logistics Interfacing: Liaise with Procurement and Logistics teams to confirm supplier order ETAs, verify stock allocation and staging, track project equipment, and communicate availability delays to relevant stakeholders.
  

• Stakeholder & Client Communication: Serve as the primary point of contact for clients regarding installation timelines, site readiness, working hours, and operational updates while maintaining clear internal communication.
  

• Project Execution & On-Site Support: Monitor daily installation progress, support technical teams with issue resolution, track scope variations or snags, and coordinate return visits or additional resource needs.
  

• Project Documentation & Close-Out: Maintain accurate project files, update internal project management tracking systems, collect as-built documentation, user guides, and client sign-off documents to support accurate invoicing.
  

• Service Department Handover: Prepare and submit internal service handover documentation—including final scopes of work, installed equipment lists, serial numbers, and configuration details—to transition completed projects to ongoing maintenance support.
  

• Financial Close-Out Support: Confirm project completion status, record billable variations, and provide signed completion documents to Finance, Sales, and Management to facilitate timeous invoicing
  

Requirements

Essential Requirements

• Matric / Grade 12 certificate.
  

• Valid driver's licence and own reliable transport (imperative for travel to client sites).
  

• Strong computer literacy and general software proficiency.
  

• Well-developed written and verbal communication skills.
  

• Proven ability to coordinate technical resources, manage schedules, track project documentation, and interface across multi-disciplinary teams.
  

• Willingness and ability to work on client sites when required.
  

Desirable Requirements

• 3 to 5 years' experience in a project coordination or technical project support role.
  

• Experience within the Audio Visual (AV), Video Conferencing (VC), IT, technology, or technical services industries.
  

• Prior experience coordinating technical installation teams, handling site access logistics, managing snag lists, and executing formal client sign-offs.
  

• Experience working alongside procurement and logistics functions to track stock availability and delivery timelines.
  

• Prior exposure to project management, job management, CRM, ERP, or service management platforms.
  

Required Software Skills

• Microsoft Office
  

Benefits

Employment Type

• Full-time.