PROJECT ADMINSTRATOR

 

Recruiter:

HR Genie

Job Ref:

Enable Proj AD

Date posted:

Tuesday, June 7, 2022

Location:

Port Elizabeth, South Africa

Salary:

Market related


JOB SUMMARY:
PROJECT ADMINISTRATOR/CO-ORDINATOR To provide support to the Project Manager - administrative tas

JOB DESCRIPTION:

PROJECT ADMINISTRATOR/CO-ORDINATOR

To provide support to the Project Manager – administrative tasks, planning, coordination.

  • Project support:
    • Ensure that Leasing, Design and Projects work together to meet project deadlines.
    • Send requests for quotation out to all suppliers for each project.
    • Prepare quotations.
    • Respond to franchisee queries.
    • Prepare stock items for each project.
    • Support the Project Manager with coordination of suppliers to ensure all materials are sent to site on time.
  • Projects rollout list:
  • Ø Updating of the consolidated Projects Rollout list as we receive the list of projects.
  • Ø Support the Project Manager in setting out project timelines and subsequent deadlines within the team.
  • Ø Send out notifications of store refurbishments to franchisees.
    • Quoting:
    • Ø Prepare quotations for shopfitting as well as general requests that come in from franchise/stores.
      • This entails communication with various suppliers – shopfitting manufacturer, signage supplier, chair supplier, rod supplier, general stock suppliers, logistics partners, etc.
      • The process for preparation of a shopfit quote includes checking of technical drawings against a packing list; checking of contractor quotes against technical drawings; preparation of the quote in Microsoft Excel.
  • Geo Rep:
    • Monitoring of Geo Reports received from Area Managers on a daily basis to ensure that the shopfitting in each store is acceptable.
  • Council submissions:
    • Work through submissions made to council for stores with the support of an outsourced architect.
  • Stock:
  • Ø Keep track of all stock held within the Projects Department.
  • Ø Prepare stock items for each project.
  • Ø Updating of a stock tracker.
  • Ø Submission to finance to invoice stock out of accounts.
  • Ø Monthly stock take with Finance.
  • General administration:
    • Ensure invoicing out of all accepted quotes – this is supported by Finance personnel.
    • Reconciliation of project accounts.
    • Generate and send out purchase orders.
    • Track all invoicing coming in from suppliers and submit for payment approval on a weekly basis.
    • Take minutes of rollout meetings twice a week and follow up on open items to be actioned by the team.
    • Filing
      • Preparation of Project files – each project requires a separate file to be made up to be referred to for the duration of the project.
      • Filing of all invoices as they are signed off.
      • Closing off of files at the completion of the project.

Just as an additional note, I’d recommend that someone in this role possess the following skills:

  • Proficiency in the Microsoft Office suite – particularly Microsoft Excel & Microsoft Outlook.
  • Organised.
  • Ability to work efficiently under pressure.
  • Ability to prioritise work on a daily basis according to importance.
  • Ability to meet deadlines.
  • Problem-solving skills.
  • Time management skills.
  • Process orientated.
  • Attention to detail.
  • Excellent communication skills.
  • Interpersonal skills.

 

NB! This job is now closed. You can apply for other jobs by uploading your CV.



 

 

 

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