Delivery Coordinator

2 weeks ago

Mount Waverley, Victoria, Australia Pentana Solutions Full time

The role will primarily be responsible for scheduling and assisting the Delivery Management team. Working closely with Sales, Finance and Administration and Project Management, and work within the guidelines of the Global Administration Regulations, to meet project deadlines. This role is accountable for the accuracy, integrity and delivery of the DM service provided to the business and to customers.

THE ROLE:

Key responsibilities:

Schedule all departments under the Global Delivery Management (DM) responsibility. This includes managing the full installation schedule including ordering of equipment and third-party scheduling. Schedule Work In Process to ensure company meets its financial targets and obligations. Ensure all Sales Order lines are scheduled according to their value first and foremost, with strategic value and customer preferences also taken into account. Work collaboratively with the Business Management and Project Management Office teams to ensure a cohesive and commercial approach to the scheduling and delivery of all projects. Responsible for providing the Business Management Group business reporting forecasts & trends. Provide the business a single department of contact for the timely & most efficient releasing of our solutions. Act as a conduit between the Sales force and Delivery teams to ensure timely delivery of contracts. Provide initial contact with customers for solutions to be implemented including a high level schedule, and contact details & timing of contact from project lead. Responsible for sign-off management – centralize the task/project sign-off for all Delivery Groups. All Work In Process lines to be scheduled promptly with accurate Estimated Invoice Dates. Work In Process accurately reflecting monthly revenue forecasts for existing contracts. Customers to be contacted promptly by the Resource Planning team following sales order entry. Minimize the value of on-hold sales order categories. Work with the wider business to minimize the value of cancelled Sales Order lines. Responsible for providing leadership and guidance to all Global Activations & Resource Planning (GARP) team staff. Provide professional customer communication including initial contact and follow up throughout project delivery (external customers and internal stakeholders). For single-department contracts responsible for scheduling, planning & delivery, managing the full installation schedule including ordering of equipment and third-party scheduling. For multi-department contracts responsible for scheduling project delivery as directed by Management. Provide assistance with project planning, project delivery and issue management as directed by Management. Maintain data accuracy with all system entries (Workfront, Pronto, Notes, or any project management tool) Publish all information relating to project to key stakeholders via Workfront/email/phone. Manage company WIP including prompt delivery coordination, timely scheduling, cost efficiencies, issue follow up and escalation to prevent ageing of WIP. Provide feedback to Management on WIP trends and resolution to issues. Provide issue resolution support as directed by Team Lead or Management. Apply company policy at all times and escalate to Management as required. Provide weekly reporting for delivery meetings and sign off follow up.

Who you are:

Professional:

3 years extensive experience in a project management/coordination or similar role Strong project management experience Proficient with MS Office; advance skills in Excel. Working knowledge of ERP, Workfront, Pronto or any project management tool Extensive experience in creating reports Excellent analytical skills A background in the automotive industry is highly desirable.

Personal:

Pragmatic, with a critical thinking mindset Excellent attention to detail Strong communication, both written and verbal Strong time management skills; manage priorities effectively Ability to work under pressure and handle multiple projects concurrently. Excellent stakeholder management Articulate, with ability communicate to management and customers Proactive, self-motivated with the ability to work effectively both, autonomously and within a team Reliable Attendance, Flexible, adaptable Delivery and results-focused.

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