Job Title

IT Operations Coordinator: Software and Development

South Africa, Western Cape
Back to jobs
R18000 - R25000 Per Month
Area: South Africa, Western Cape
Sector: IT / Computers / Software
Posted: 23 May 2024

Job Details

Operations Coordinator
Job Specification

Location: Brackenfell, Protea Hoogte, Cape Town


Software Requirements

  • Management
    • ClickUp, Total Commander, Winzip
    • Google Workspace (Drive, Docs, Forms, Sheets, Slides, Etc)
  • Hosting
    • Amazon Web Services, Xneelo Control Panel, CloudFlare
  • Development
    • Github, Portainer, Docker
  • Communication
    • Whatsapp, Zoom, Gmail
  • Testing
    • Zoom, Jam.dev (Chrome Ext), Selenium IDE
  • Marketing
    • LinkedIn, Meta (Facebook & Instagram), Google Business
  • Website Management (Optional)
    • Google Analytics, WordPress, Elementor
  • Specification
    • Balsamiq Wireframes, Xmind, Draw.io

 

Duties

  • Onboarding/Training
    • Create new contractor folder and subfolders
    • Copy, update and email new contract & NDA templates to applicant
    • Review contract and NDA signing to ensure correctly done
    • Save all documents to contractor folder
    • Add applicant to Tech Genius systems (Google Drives, Github, Whatsapp, ClickUp)
      • Use the onboarding checklist for all requirements.
      • Add profile picture to TG website (15 minute training required)
    • Add contractor details to various spreadsheets (Clients, TG Team Members & Scoreboard) for logging their experience and performance.
    • Schedule and attend meeting with contractor to provide insight on projects, internal procedures and important templates or documents.
  • Project Management
    • Project preparation
      • Set up project folder for client and copy specs and specs-extra templates for solutions architect to use. 
    • Specification
      • Regularly update the roadmap, changes, user rights matrix and further project documents based on feedback from solutions architect (Typing experience is required when this happens during certain meetings)
        • This could also involve setting up spreadsheets to help clients understand data processes.
        • This could also involve updating the wireframes, SRS or diagram based on high-level instructions.
      • Mockups are done using Canva and are used to provide examples on expected system-generated reports or other documents.
    • Sprint planning
      • Duplicate task template (on ClickUp), duplicate sprint plan template and duplicate test plan template. Add subtasks and links for documents to the ClickUp task.
        • Miscellaneous sprints require a different template and more time to plan around since multiple devs have multiple subsprints.
    • Sprint management
      • Move tasks across different ClickUp statuses based on the current stage of said sprint. 
        • See ClickUp statuses spreadsheet to review various phases of SDLC.
        • Ensure sprints stay on schedule per deadline. Then communicate with the management team if necessary.
        • Regularly update the developer scoreboard with sprint deadlines and progress.
    • Production Deployment
      • Only Director & Ops should have access to Production servers of clients. Ops should deploy sprints to production when testing on sandbox is complete
    • QA Testing
      • Testers are contracted from time to time, however ops currently fills this requirement, considering the need for high detail-orientation and risk-prevention.
        • Log bugs and scope creep found during demo meetings on the test plan before actual testing has taken place. 
        • Test each sprint manually and create a recording during testing for developer reference. 
        • Update the test plan and ClickUp with logged bugs, and inform developers of requirements.
        • (New) Create a range of selenium tests for a sprint for instant retesting
  • Hosting
    • Start /Stop /Upgrade AWS servers as per requests
    • Ensure the hosting spreadsheet is regularly updated with new rates, AWS services or server changes.
  • Financial
    • Developer/Tester Quoting
      • Request that a developer review the sprint plan prepared and add hours to ClickUp, then review hours
      • If hours look good and suit project budget, request an official quote
      • Update quotes spreadsheet
    • Developer/Tester Invoicing
      • When sprint has reached a specific phase and is suitable for a demo
        • Request developer/tester to invoice
      • Review whether the invoice hours match the quote
      • Confirm with finance whether developer invoices can be approved (Done weekly)
    • Client Quoting
      • (Optional) Prepare client project-finance expectation spreadsheet. Populate with estimated sprint count and hours, and arrange meetings with clients to provide insight.
      • Duplicate template and copy data from client’s spreadsheet
      • Add the developer/tester quoted hours to the quote, alongside applicable management hours
      • Request finance and director quote review, then send to client.
      • Update quotes spreadsheet
    • Client Invoicing
      • Request that finance send an invoice to the client once they have approved the quote. 
      • Repeat if sprint invoicing involves 45/45/10% structure instead of full 100% invoice. 
    • Petty Cash
      • Complete the petty cash template and email to finance when required
  • Improvements (Continuous)
    • Improving processes
      • If a faster/easier process can be considered within TG, create a document that summarises the implementation plan. Then schedule a meeting with the director to relay ideas. 
      • It is important that management members spend time on upskilling in a variety of ways to better understand or perform with their team.
        • Selenium (QA Testing), ClickUp (Project Management), Google Workspace (Documentation).
    • Documentation
      • Add/Update SOPs (Standard Operating Procedures) and glossary terms in SOP ROOT spreadsheet according to how the next person will need to understand it.
      • Ensure spreadsheets and files are updated regularly with latest information, for examples like:
        • Annual rate increase (Hosting, Client sheet & Quotes)
        • Adding/removing contractors (Client sheet, TG Members & Scoreboard)
        • Passwords (Passwords folder)
        • Marketing planning
    • Presentations/Diagrams
      • If requested, set up a project presentation to discuss client preferences, success factors or financial details.
      • If planning a sprint or project, without going too in-depth, a process diagram provides the solutions architect with insight to the expected sprint.
  • Backups
    • Make weekly backups of active projects and important TG folders (like passwords) onto external HDD.
      • These backups include the Google Drive folder (zipped), Github repository (main and sandbox), Database & FTP files.
  • Meetings
    • Always saving specific meetings to the relative project folder.
    • Standup meetings
      • For each project, host meetings where each developer gives a 3-5 minute update. Resolve any issues or challenges mentioned. 
      • Clients can attend but often skip these meetings, especially if projects are running smoothly.
    • Team Meetings (weekly)
      • Participants: Director, Ops, Lead Devs, Developer Team
      • Weekly standup meetings with entire team to discuss previous week progress and Monday-motivational topics (if time permits)
    • Management Meetings (Mon & Thurs)
      • Participants: Director, Ops, Lead Devs, Finance person.
      • Although this meeting is officially chaired by the director, it is hosted in the Ops Zoom meeting room (just in case the director can’t attend for some reason).  The main goal of this meeting is to discuss progress on all tasks & projects relevant to the business as a whole.
      • Since lead developers are present in this meeting, confidential info like hourly rate of each developer and client invoice values, are not discussed, but besides that usually there is complete open transparent communication.
      • Ops needs to update spreadsheet (Project Status Spreadsheet) for project related tasks & other tasks during this meeting, as discussed during the meeting
    • Code Review Meetings (Tues & Thurs)
      • Ensure code reviews take place, where developers peer review each other’s source code.
    • Client Meetings
      • Schedule, host and attend expectation meetings, demo meetings and spec meetings.


Candidate requirements

  • Bilingual (Afrikaans & English)
    • Some of our clients & service providers have Afrikaans as a first language & some English, it’s always best to communicate in their first language.
    • First language: Afrikaans
  • Driver’s licence
    • Must be willing to travel for errands, etc. from time to time
  • Own transport
    • To run errands.  Not necessarily a deal breaker if can get own transport after first 3 months
    • Office location isn’t very close to public transport
  • Strong Christian moral framework
    • In line with Director’s
  • Very diligent
    • Some of the admin work is very repetitive in nature, so I must be able to do repetitive tasks without getting bored…
  • High attention to detail
    • If Ops doesn’t have high attention to detail, we can’t be successful.  From checking specs, to checking testers, to checking devs, to preparing quotes, to technical communication – there is little room for error for us to deliver on the Excellence in our business values
  • Intelligent
    • Many aspects of this job requires high intelligence, from understanding client requirements, to specs, to communicating with developers, testers, clients, etc.
  • Good problem solving skills
  • Tech Savvy
    • Must be very comfortable with technology & be able to learn quickly
    • The Software Development Life Cycle / App development (Web Apps / Mobile apps / PC Apps) can be quite intricate and complex.  We focus on challenging projects, which requires significant intellectual capability to understand the client needs & also understand the client’s requirements
  • Flexible
    • Things rarely go according to plan.  Ops needs to be flexible when life happens and be able to think on their feet.
    • Clients needs change, tech changes rapidly and Ops need to adapt
    • Developers often have high intelligence and low emotional intelligence, so need to be flexible when dealing with devs. 
  • Strong strategist
    • Must be able to see what needs to change for growth in the business and take action to improve it.
  • Proactive
    • Looking for someone who will take initiative to improve all aspects of the business, but do it inclusively, without ‘going on his own mission’
  • Team player
    • Teamwork is an important value and we have an inclusive and open communication culture.  We solve problems together & we keep each other up to date.  Everyone’s voice is important, although at the end of the day, decisions need to be made and actions planned & executed.
  • Assertive
    • Although we have a strong teamwork culture, Ops is responsible for keeping projects on schedule.  There are times when Ops need to sense that a developer isn’t being unproductive & take appropriate action.  Since our devs are service providers, we can’t be autocratic when dealing with them, but they still need to kept focused & on track & accountable.  This is truly an art to be assertive, while keeping the respect of the team.  Ops must be able to debate and win the respect of developers by their insight into situations and their fair treatment of all involved.
  • Emotional intelligence
    • Needs to be able to ‘read the room’ when it comes to clients & service providers.
  • Emotionally stable
    • A calm attitude helps to keep the team calm & happy.
    • Director is more emotional, so it is really helpful if Ops has calm, stable emotions.
  • Great Communication skills
    • The job is a lot about communication.  With clients, service providers, directors, finance, etc.
    • We like keeping things informal and use WhatsApp extensively.  Email is used more for formal communication, or summarising conversations when necessary for audit trail reasons. Both need to be done in a professional manner, although the tone can be casual.
    • Accurate technical communication.  This is critical.  It damages our reputation if any form of communication is not technically correct.  Ops must understand the technical terms used and use them correctly in context.
  • Career stage
    • Graduate / Evolving / Established?
      • TO DO