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