Project Administrator / Secretary

SUMMARY:
Our client, a high-end interior design firm based in Sandton requires an Project Coordinator / Secretary.

POSITION INFO:
Requirements:
Matric qualification is essential
PA / Admin Diploma or similar, is advantageous
Code 8 and own transport is essential
Computer literacy on MS Office

Calendar Management: Scheduling meetings, appointments, and managing travel arrangements for Director
Corporate attire and presentation is required as you are dealing with a high end clientele
First point contact and handling emails, phone calls, and other communications, ensuring important messages are relayed promptly
Typing / compiling of emails, letters or any other documentation

Project Coordination: Assisting in the planning and execution of design projects, coordinating timelines, and liaising with clients and vendors.

Document Preparation: Preparing reports, presentations, and other documentation needed for meetings or project proposals

Research: Conducting research on design trends, materials, and new business opportunities

Budget Management: Assisting with budget planning, tracking expenses and preparing financial reports

Client Relations: Managing client interactions, setting up meetings and ensuring high levels of client satisfaction

Office Management: Overseeing the smooth running of the office, ordering supplies and managing administrative tasks

Event Planning: Organizing company events, including client presentations, team-building activities and promotional events

Personal Assistance: Providing personal support to executives, such as managing personal appointments and tasks
Liaise with Au pair on travel arrangements for kids

Procurement / Sourcing Suppliers: Identifying and evaluating potential suppliers and vendors for materials, furniture and other design elements.

Negotiating Contracts: Negotiating terms, pricing, and contracts with suppliers to ensure the best deals and quality for the company

Quality Control: Assessing the quality of procured items to ensure they meet the company's standards and client expectations

Order Processing: Placing orders, monitoring delivery schedules, and ensuring that materials arrive on time for projects / installations

Supplier Relations: Building and maintaining strong relationships with suppliers to ensure smooth and
reliable supply chains

Cost Management: Evaluating spending operations while seeking ways to improve and enhance the quality of products purchased and the timeliness of deliveries

Record Keeping: Maintaining accurate records of purchases, contracts, and supplier performance for future reference and audits

Project Coordination:
Project Planning: Assisting in the development of project plans, timelines, and schedules to ensure projects are completed on time and within budget
Maintaining and monitoring project plans, project schedules, work hours, budgets and expenditures
Organizing, attending, and participating in meetings for every project
Ensuring project deadlines are met and managing project time lines
Regular liaising with director and all staff regarding any concerning project details and deliverables, tracking and reporting project progress
Ordering and arranging of all materials required for project and assisting with ensuring all items
are delivered according to the projects requirements
Resource Allocation: Coordinating the allocation of resources, including materials, equipment and personnel, to meet project requirements

General:

Strategic Planning: Developing and implementing business strategies to achieve company goals and objectives
Team Leadership: Leading, managing, and motivating the team to ensure high performance and employee satisfaction
Budget Management: Overseeing the company's financial activities, including budgeting, forecasting and financial reporting
Operations Management: Ensuring the smooth operation of day-to-day business activities, including project management and client services
Client Relations: Building and maintaining strong relationships with clients, ensuring high levels of client satisfaction, and addressing any issues that arise
Business Development: Identifying and pursuing new business opportunities to drive growth and profitability
Compliance and Risk Management: Ensuring the company complies with legal and regulatory requirements and managing any potential risks
Marketing and Branding: Overseeing marketing strategies to promote the company's services and enhance its brand image
Performance Evaluation: Monitoring and evaluating the performance of the team and individual employees, providing feedback and support as needed
Vendor Management: Building and maintaining relationships with key suppliers and vendors to ensure quality and timely delivery of materials and services

Sales:
Client Acquisition: Identifying and reaching out to potential clients to generate new business opportunities
Relationship Building: Establishing and maintaining strong relationships with clients to ensure repeat business and referrals
Product Knowledge: Staying informed about the company’s services, materials, and design trends to effectively sell to clients
Quoting and Estimating: Preparing quotes and estimates for clients, ensuring accuracy and competitiveness
Sales Reporting: Tracking sales activities, maintaining records, and preparing regular sales reports for management
Networking: Attending industry events, trade shows, and networking opportunities to promote the company and generate leads

Accounting:
Financial Reporting: Preparing and analyzing financial statements, including balance sheets, income statements, and cash flow statements
Expense Tracking: Recording and managing all company expenses, ensuring they are accurately categorized and documented
Payroll Management: Processing payroll, assisting with payments of salaries, taxes, and other deductions, and ensuring timely payment to employees
Tax Compliance: Preparing and filing tax returns, ensuring compliance with all relevant tax regulations and laws
Cost Analysis: Analyzing costs of materials, labor, and other expenses to find areas for cost savings and efficiency improvements

Marketing:
Brand Management: Developing and maintaining the company's brand image and ensuring consistency across all marketing materials (facebook, twitter, instagram)
Digital Marketing: Managing online marketing campaigns, including social media, email marketing, and search engine optimization (SEO)
Advertising: Planning and executing advertising campaigns to promote the company's services and attract new clients
Performance Analysis: Tracking and analyzing the performance of marketing campaigns to determine their effectiveness and make data-driven decisions for future efforts

Logistics:
Supply Chain Management: Overseeing the supply chain to ensure the timely and cost-effective
procurement of materials and products.
Inventory Control: Managing inventory levels, tracking stock, and ensuring that materials are available when needed for projects
Shipping and Receiving: Managing the shipping and receiving of materials, furniture, and other design elements, including inspecting deliveries for accuracy and quality
Warehouse Management: Overseeing warehouse operations, including the organization and storage of materials and products
Transportation Logistics: Planning and coordinating the transportation of materials to project sites, ensuring timely and efficient delivery
Project Scheduling: Assisting in the development of project schedules, coordinating the delivery of materials to meet project timelines.
Cost Management: Monitoring and controlling logistics costs, identifying opportunities for cost savings and efficiency improvements