Out of Home Installation Coordinator

SUMMARY:
Out of Home Installations Coordinator
Our client, based in Rosebank, Johannesburg, is seeking an experienced Installations Coordinator with a minimum of 2 years in the billboard advertising industry. The Installations Coordinator will be responsible for managing the coordination and installation of static out-of-home billboard campaigns. This role involves overseeing scheduling, logistics, and the execution of all flighting activities, ensuring timely installations that meet high standards of quality and accuracy.

POSITION INFO:
Minimum Requirements

• Matric Certificate.
• Bachelor’s degree in Marketing, Business Administration, Production Management, or a related field is advantageous.
• Proficiency in Microsoft Office or Google Workspace is essential.
• A minimum of 2 years of experience in a flighting or operations management role within the out-of-home advertising industry or a related field.
• Proven expertise in project management, including coordinating large-scale installations and managing intricate schedules.
• A solid understanding of both static and digital billboard installation processes, including technical specifications and industry best practices, is highly advantageous.
• Exceptional communication skills, with the ability to effectively manage relationships with landlords, clients, suppliers, and internal teams.

• Organise, plan, and oversee the installation (flighting) of all billboard campaigns, covering both rotational and non-rotational jobs.
• Manage flighting orders and schedules, preparing comprehensive visual references for each installation.
• Confirm the readiness and availability of internal teams, external partners, and clients to ensure smooth project execution.
• Oversee the logistics of receiving, packing, and preparing printed materials for installation, including the creation of collection lists.
• Monitor and address any issues or errors during the flighting process, ensuring prompt resolution to maintain campaign quality through collaboration with outsourced flighting teams.
• Support the process of sending Proof of Flighting (POF) as needed, ensuring clients receive timely confirmation of installations.
• Resolve any discrepancies or issues found in the POF with the outsourced flighting crew to ensure quick corrections and minimise campaign impact.

• Coordinate access for flighting crews, working closely with landlords, site managers, and other relevant stakeholders.
• Ensure all required permits and documentation are obtained and distributed to the crews before site visits.
• Address on-site issues promptly by liaising with landlords, internal teams, and external partners to find quick solutions.
• Occasionally assist with the production of landlord-specific campaigns or other site-related projects.

• Conduct regular maintenance checks on sites based on received POF, ensuring compliance with POF and other established standards.
• Manage the branding and site code requirements for each billboard, ensuring accurate and timely updates.
• Organise and manage site-specific supplies, including j-bolts, branding materials, and other installation essentials.
• Coordinate with suppliers for site maintenance, pricing, and payment requests to ensure all sites are properly maintained.

• Ensure all banners are accurately tracked using supplier tracking sheets, and effectively manage inventory.
• Update storage records after each campaign cycle, ensuring all banners in storage are accounted for.
• Oversee the marking and disposition of banners, including their disposal or donation as necessary.
• Coordinate special requests for banner retention, especially for strategic or NGO-related campaigns.

• Manage the flighting of digital content, including uploading, scheduling, and removing digital artwork as required.
• Supervise the rotation of digital content, ensuring all campaigns are displayed according to the agreed-upon schedule.
• Collaborate with digital billboard maintenance crews and media owners to coordinate campaign updates and address any issues.
• Assist with performance reporting for digital campaigns, gathering and analysing data as needed.

• Maintain comprehensive records of all flighting activities, including schedules, proof of flighting, and any encountered issues.
• Keep all project management tools and documentation current, ensuring that all tasks are tracked and reported accurately.
• Provide regular updates to clients and internal teams on the status of installations, maintenance, and any unresolved issues.
• Prepare and submit detailed reports on flighting activities, including metrics on timing, performance, and operational challenges.