Construction Administrator

SUMMARY:
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POSITION INFO:

About Our Client

Our client is an innovative property developer dedicated to creating exceptional developments that combine luxury, sustainability, and architectural excellence. Their flagship project, a prestigious residential and mixed-use development in Stellenbosch, aims to set a new standard in the region. They are seeking a dynamic Construction Administrator to join their team, supporting construction management and project development.

Job Overview

We are looking for a proactive and detail-oriented Construction Administrator to provide essential administrative support to the Head Construction Manager and the wider Project Management team. This role is pivotal in ensuring smooth operations for the Stellenbosch development, managing project documentation, coordinating schedules, and liaising with contractors, suppliers, and stakeholders. The successful candidate will maintain high levels of organisation and communication throughout all project phases.

Key Responsibilities:

Project Documentation & Compliance

• Prepare, review, and maintain project documentation, including contracts, reports, permits, invoices, change orders, building plans, NHBRC certificates, and occupation certificates.
• Update the SIMS construction module (Redi) daily with client communications and monitor Onsite for snagging/de-snagging tasks, providing feedback and flagging delays.
• Track document statuses to ensure compliance with deadlines and regulations (e.g., work permits, insurance, PI certificates).
• Organise and store project files (electronic, cloud-based, and physical) for easy access.

Coordination & Communication

• Act as a liaison between the construction team, contractors, suppliers, estate agents, and internal stakeholders.
• Schedule meetings, site visits, and conferences, distributing agendas, minutes, and following up on action items.
• Facilitate effective communication between project managers and other departments or external partners.

Scheduling & Task Management

• Support the development and maintenance of project timelines, tracking milestones and ensuring deadlines are met.
• Coordinate resources, equipment, and materials to adhere to project schedules.
• Monitor daily on-site activities and provide progress updates to the team.

Health & Safety

• Ensure health and safety documentation is current and compliant, coordinating with the Health & Safety Officer for inspections and audits.
• Support the maintenance of a safe construction site.

General Administration

• Provide administrative support to junior project managers and development managers, handling correspondence and office supplies.
• Proactively resolve issues and contribute to a smooth workflow.

Required Skills & Qualifications

Education & Experience:

• A relevant qualification in project administration, construction management, project management, or a related field, OR equivalent work experience.
• 2–3 years’ experience in an administrative or project coordination role in construction or property development, preferably in residential projects.

Skills:

• Excellent organisational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in MS Office Suite (Excel, Word, Outlook) and project management software (e.g., SIMS, Onsite).
• High attention to detail and accurate record-keeping.
• Ability to work effectively in a fast-paced team environment.

Personal Attributes:

• Highly organised with strong time management.
• Proactive, self-motivated, and able to work independently.
• Strong problem-solving and decision-making skills.
• Positive, can-do attitude and eagerness to learn.

Desirable Skills

• Experience with large-scale residential or mixed-use developments.
• Knowledge of South African construction regulations and industry standards.
• Familiarity with financial reporting or budgeting in construction.

Working Conditions

• Full-time role, split 50% at the Stellenbosch development site and 50% at the Stellenbosch office.
• Occasional travel to other properties or sites may be required.
• May involve extended hours to meet project deadlines.