PRIMARY RESPONSIBILITIES FOR THE ROLE

Sales & Project Operations Support

·       Ensure accurate and timely setup and tracking of opportunities and projects across Jira, Zoho, and Sciforma.

·       Monitor SLA compliance and proactively surface breakdowns in process, timeline, or tool usage.

·       Identify and escalate inconsistencies in project statuses, bottlenecks, and workflow misalignments with a solution-first mindset.

·       Enforce standardised processes and templates, while iterating on them for efficiency.

·       Coordinate with partners and customers for quote acquisition and timely communication.

Governance, Reporting & Documentation

·       Prepare insightful monthly governance dashboards (e.g., Over Budget/Over Schedule, WIP/POC, forecast vs actuals), using real-time data to tell a story.

·       Maintain structured documentation of opportunities, contracts, and renewals with a focus on traceability and audit-readiness.

·       Own SharePoint governance — from folder structuring to access rights — ensuring secure, intuitive access to data across tools.

·       Challenge current documentation methods to introduce smarter, leaner practices.

·       Track key contract milestones such as expirations, renewals, and deliverables to ensure timely action and compliance.

·       Ensure contract versions, amendments, and approvals are uploaded to share point and accessible in accordance with governance standards.

Financial & Contract Administration

·       Oversee project-related POs and invoices, ensuring seamless processing from request to reconciliation.

·       Assist with approvals and PO generation for  travel, assets and third party licenses.

·       Support DAC creation and align them with contract and PO with inclusion of follow-up on receipting (GRN).

·       Monitor outstanding debtors and collaborate with finance and customers to resolve discrepancies and obtain WHT certificates where applicable.

·       Assist Project Managers with financial forecasting and project health checks.

·       Act as the primary point of coordination for contract lifecycle management — including initiation, negotiation support, execution tracking, renewal, and closure.

·       Collaborate with legal, finance, and operations teams to ensure that all contracts are aligned with internal compliance and risk mitigation protocols.

Vendor, Asset & Subscription Management

·       Take charge of license renewals, customer support agreements, and third-party subscriptions.

·       Maintain a clean, auditable asset register covering all VBU IT equipment (laptops, standby phones, etc.).

·       Evaluate and propose smarter tools or methods to track and optimise usage of assets and subscriptions.

Tools & Data Integrity

·       Conduct frequent audits across Jira, Zoho, and Sciforma to uphold data accuracy and completeness.

·       Innovate tool workflows and automation opportunities to reduce manual admin.

·       Drive a culture of clean, reliable data across shared platforms and internal systems.

Coordination & Administrative Support

·       Organise VBU meetings, travel logistics, team events, and onboarding/offboarding processes with precision and flair.

·       Think creatively about how to elevate employee and customer experience through smart, proactive coordination.