Project Administrator

SUMMARY:
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POSITION INFO:
We are looking for a Project Administrator to provide comprehensive project-specific administrative, co-ordination, documentation, and reporting support to project teams, enabling effective day-to-day project delivery from initiation through close-out. Duties and Responsibilities: Project Coordination and Communication Provide comprehensive administrative and co-ordination support to assigned project teams; ensuring project tasks are tracked against programme, in line with quality standards, and well documented in terms of the company quality and file management system Maintain project documents, work instructions, trackers, reports, and correspondence as required Use approved software tools and templates to maintain assigned reports, dashboards, trackers, and\/or spreadsheets with strong attention to data accuracy and consistency Assist with project scheduling activities, including programming, tracking upcoming and overdue actions, following up with team members, and supporting resolution Interface with accounting\/finance teams to support compliance with invoicing requirements; assist with invoice and cashflow preparation Maintain accurate logs for project expenses and related documentation in line with governance and audit requirements, where required Co-ordinate logistical requirements for the project team, including travel arrangements (with relevant H&S considerations where applicable) and meeting\/boardroom bookings and setup. Assist in the development of presentations and materials for meetings, conferences, minutes, action plans and schedules Assist and guide Project Managers and Directors in terms of section work schedules to balance peak and slack periods; prepare for unexpected priorities and changing requirements. Maintain and Issue Project Information, including managing submissions, transmittals, document registers, and record keeping for project documentation in terms of JG Afrika’s ISO 9001 QMS Co-ordinate project closure activities including archiving documentation and collating client feedback Support lessons learned documentation, sub-consultant evaluations, and project experience profiles as required Ensure project records are complete, accurate, and readily retrievable for audit or future reference Continuous Improvement & Team Contribution Take initiative and display a strong drive for achievement; be accountable, committed, and dependable in delivering best possible results Be proactive to suggest improvements in processes and efficient ways of working Ensure consistency and quality by checking own work and assisting in reviewing team’s work output Success Measures Accurate, compliant, and well-maintained project documentation, logs, and records Timely and reliable support to Project Managers and Shareholders High-quality reporting outputs (dashboards, trackers, and progress reports) delivered on schedule Smooth co-ordination of meetings, logistics, and stakeholder communications Positive stakeholder feedback and demonstrated contribution to workflow and team efficiency Qualifications: • Degree, Diploma or Certificate in Project Management Experience: • At least 5+ years of relevant experience in project administration, project co-ordination and secretarial\/administrative support • Exposure to engineering, construction, consultancy, or professional services environments • Experience supporting proposals\/tenders and project deliverables and familiarity with document control systems or project management platforms Skills: • Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook) • Proficiency in MS Project • Strong organizational skills, attention to detail, and ability to manage multiple tasks and deadlines • Effective communication, coordination, and stakeholder management skills Competencies: • Able to prepare professional-quality reports, presentations, and client-ready documentation • Self-initiative, independent, and responsible; able to work proactively with minimal supervision • Good command of English