Wayleave Coordinator (FTTB)

Purpose of the Role

The Wayleave Coordinator is responsible for coordinating and administrating the end-to-end wayleave process to ensure the timely approval and delivery of fibre infrastructure projects. The role acts as the central point of coordination between municipalities, contractors, finance teams, project managers, landlords, and internal stakeholders to ensure all wayleave applications, approvals, payments, documentation, and system updates are accurately managed and completed within approved turnaround times. Based on the responsibility matrix, the role owns the majority of operational wayleave activities and supports OLA achievement by proactively tracking, escalating, and resolving wayleave-related delays.

Key Responsibilities

1. Wayleave Administration & Coordination

• Coordinate the end-to-end wayleave application process.

• Compile and issue wayleave application documentation to contractors.

• Ensure all wayleave information is accurately loaded and maintained in Quickbase and associated systems.

• Monitor application progress and follow up with municipalities, service providers, and contractors.

• Load approved wayleaves and supporting documentation onto operational systems.

• Maintain accurate records and audit trails for all wayleave activities.

• Ensure compliance with internal governance requirements and municipal conditions.

2. Contractor and Stakeholder Management

• Allocate and coordinate wayleave contractors.

• Act as liaison between contractors, municipalities, project teams, and other stakeholders.

• Track contractor performance and adherence to agreed service levels.

• Escalate delays, risks, and approval bottlenecks impacting project delivery.

• Coordinate special wayleave requirements and municipal conditions.

3. Financial Administration

• Manage contractor quotations and invoice submissions.

• Coordinate special condition payments such as municipal and utility authority charges.

• Process purchase orders and ensure alignment between DFA and BMCT systems.

• Facilitate approval workflows for quotations, purchase orders, and invoices.

• Ensure supporting documentation is submitted to Finance for payment processing.

• Track invoice approvals and payment progress.

4. Systems & Data Management

• Update wayleave milestones, dates, and progress information within Quickbase and related systems.

• Ensure all project data is accurate, complete, and updated timeously.

• Validate project information and project numbering requirements.

• Support system automation initiatives and process improvements.

• Prepare reports on wayleave status, aging, and approval progress.

5. Risk Management & Escalations

• Monitor outstanding wayleave approvals and identify delivery risks.

• Escalate aging applications and approval delays to the Wayleave Manager.

• Identify risks impacting project delivery dates and customer commitments.

• Support mitigation plans to improve approval turnaround times and reduce wayleave aging.

6. Operational Performance

• Drive adherence to approved OLA targets for wayleave delivery.

• Monitor progress against project milestones and planned delivery dates.

• Support efficient handovers to project delivery teams once approvals are obtained.

• Contribute to continuous process improvement and operational efficiency initiatives.

Key Performance Indicators (KPIs)

• Wayleave approval turnaround times achieved.

• OLA compliance for Wayleave milestones.

• Percentage of applications submitted correctly first time.

• Aging wayleave applications within agreed thresholds.

• Accuracy and completeness of system updates.

• Invoice processing turnaround times.

• Reduction in approval delays and rework.

• Contractor responsiveness and performance.

• Data quality and reporting accuracy.

Minimum Requirements

Qualifications

Diploma or Degree in Project Management, Business Administration, Property Management, Telecommunications, or related field.

Skills & Competencies

• Strong administrative and coordination skills.
• Excellent stakeholder management and communication abilities.
• Financial administration and PO/Invoice management experience.
• Strong attention to detail and document control.
• Problem-solving and escalation management.
• Reporting and data analysis capability.
• Ability to manage multiple priorities simultaneously.
• Advanced Microsoft Office skills, particularly Excel.cap