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

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