Project Administrator (Succession Plan)

SUMMARY:
This role provides direct support to the location office manager and project managers in the office,

POSITION INFO:

This role provides direct support to the location office manager and project managers in the office, relating to departmental administrative functions and assistance. The role also supports the location office manager with specific administrative functions.

AREAS OF RESPONSIBILITY.

Secretarial Support

• Typing of reports, correspondence, minutes, cost estimates, quotations, progress reports etc. Assist with the compilation of letters, progress reports and editing of minutes and reports.
• Binding/collating reports and tender documents – for issue to client, hard copy for filing, save complete pdf on server.
• Compilation & update of office report with regard to utilisation, budgets, debtors, active projects, proposals & opportunities, & office financials for monthly management meetings.
• Attention to detail to ensure professional documentation.
• Reception & switchboard.

Project Documentation

• Pursuit Documents – complete BnB, Risk, CSOC and NPIS forms for proposals/projects, upload to SharePoint.
• Project Files – provide documentation to create project files for new projects and update as required both in hard copy and electronically.
• Documents – scan and save documents where relevant and update project file with hard copies.

Tenders & Vendor Registrations

• Tenders & Vendor Registrations – assist with compilation & completion of tender documents & vendor registrations, within required deadlines.
• Maintain and update office tender (proposals, quotations, etc.) register and vendor registration register.

Administration – Projects

• Compilation and assistance of monthly accounts as per cost detail reports and budgets and request invoice from debtor’s department.
• Invoices – check invoices including back up documentation as required by client and compile cover letter and submit to project manager to sign off.
• Complete and submit documentation such as forecasts, invoice scheduling, WIP reports, project close out forms and project status reports to cost controllers.
• Vendor/Sub consultant agreements – complete and submit to legal department for approval. Once approved submit to relevant role-players to undersign.
• Vendor/Sub consultant invoices – check that vendor/sub consultant is registered on our company database; that an order has been raised for the invoice; that invoice is as per approved sub consultant agreement and budget in order to be included with invoice to the client.
• Request contractor bank codes and credit ratings for inclusion with tender report.
• Accommodation arrangements as required.
• Filing – update project files in hard copy and electronically.
• Archiving projects.
• Follow up of outstanding debtors on a weekly basis – report back to location office manager, project manager and debtors’ collection officer.

Administration – General Office

• Company events – coordinate invites, booking, catering, etc. when required.
• General client liaison – company info, BEE requests, correspondence, etc.

• General housekeeping such as purchasing and ordering of office consumables, furniture, printer cartridges, etc. for office.

• Petty cash – daily and balancing monthly.
• Timesheets – complete weekly timesheets for hospitality staff and myself.
• Leave – submission of leave for hospitality staff on Sage 300.
• Courier – book courier for parcel collection.
• Maintain and update office asset register.
• All IT related matters.
• General administrative support to location office manager and project managers.

Personnel Support

• Employment of staff – liaise with HR re job description, compile take on forms, complete IT requests, set up workstations, assist with inductions.
• Attention to detail and maintaining confidentiality
• Access control – issue access codes and keys, maintain records.

EDUCATION, LANGUAGE & QUALIFICATIONS

• Matric, secretarial certificate
• B Com: Project Management

ESSENTIAL KNOWLEDGE, SKILLS & EXPERIENCE

• Excellent written and verbal communication skills.
• Computer literate - excellent level of Microsoft Office skills, including Word, Excel and PowerPoint.
• Excellent organisational, logistical and time management skills, confident working under pressure, along with a proactive approach to work and ability to work flexibly and on own initiative.
• Must be a team player.
• Must be professionally presented.
• Must be willing to engage with training requirements as identified for department improvement needs Presentable with a professional attitude