Project Coordinator (Technical Support)

SUMMARY:

POSITION INFO:
Qualifications, Experience and Skills: The candidate must have: Essential: A relevant Bachelor's degree or diploma in Accounting, Finance Administration, Business Administration, Engineering Administration, Project Management, or a related discipline; a strong finance or accounting qualification is highly advantageous. Minimum of 7 years' relevant experience in office management, project coordination, or senior project administration, with significant responsibility for project financial administration, budgeting, and invoicing. Project Management Professional (PMP) certification, or an equivalent project management qualification, is essential. Demonstrated experience in: Supporting Project Managers on complex, multidisciplinary projects, preferably in an engineering, environmental, mining or professional consulting environment. Preparing and reconciling complex invoices, project budgets, cost sheets, work in progress, expenses and debtor information. Coordinating and formatting proposals, tenders and technical or commercial documents to a high professional standard. Advanced Microsoft Excel skills, Word and PowerPoint skills. Project accounting, enterprise resource planning or project management systems. Experience with ProMan or a comparable system will be advantageous. Quality management and document-control principles, including ISO 9001, will be advantageous. Essential Capabilities: Commercial and financial acumen Understands how project scope, time, cost, WIP, invoicing, cash flow and debtors connect, and can explain financial information clearly. Proactive coordination Anticipates needs, pursues outstanding inputs and closes loops without waiting to be reminded. Exceptional accuracy Works carefully with numbers, documents, contractual details and deadlines, and identifies inconsistencies. Strong judgement and problem-solving Distinguishes between routine matters and issues that require escalation and proposes practical solutions. Influencing and communication Can obtain timely input from busy senior and technical colleagues while maintaining constructive relationships. Resilience and prioritization Remains organised and composed when managing several projects, urgent submissions and month-end deadlines. Service orientation with appropriate challenge Supports Project Managers as a trusted project partner and is willing to question missing, unclear or inconsistent information. Confidentiality and integrity Handles commercially sensitive and personal information responsibly. Digital confidence Learning systems quickly, uses technology to improve control and efficiency, and maintains reliable electronic records. AI and digital capability Experience and an understanding of approved AI tools to improve productivity, while verifying outputs, protecting confidential information and retaining responsibility for the accuracy and quality of all work produced. Roles and responsibilities: As a Project Coordinator (Technical Support), you will: Project coordination and delivery support Work closely with Project Managers and Project Partners to translate project plans into disciplined administrative actions, deadlines, records and follow-ups. Develop a detailed understanding of each assigned project's scope, contractual requirements, deliverables, programme, milestones, budget, resources and reporting commitments. Maintain project schedules, trackers, action lists, deliverable registers, contact lists and status information, and provide accurate progress summaries to the Project Manager. Coordinate project meetings, agendas, supporting information, minutes and action follow-up, ensuring decisions and responsibilities are clearly recorded. Assist with resource planning and scheduling, flagging potential clashes, overdue inputs, budget pressures or delivery risks early. Act as a central coordination point for project information, supporting effective communication across multidisciplinary teams, clients, subconsultants and internal service departments. Escalate issues through the appropriate channels and support implementation of agreed corrective actions and risk responses. Project financial administration and control Provide advanced financial administration for projects, including project setup, budget control, cost-sheet preparation and analysis, cash-flow support, purchase orders, requisitions, expenses, accrual inputs and financial record keeping. Prepare complex monthly invoices accurately and on time, including fee, time-based, milestone, reimbursable, multi-currency or client-specific billing requirements, for review and approval by the Project Manager. Reconcile project information across budgets, timesheets, costs, work in progress, invoicing and receipts; investigate anomalies and support timely correction. Monitor project expenditure, committed costs, fee burn, variations and remaining budgets, and provide clear information to help Project Managers make informed commercial decisions. Coordinate with Accounts on invoicing, creditors, debtors, tax or supporting-document requirements, and follow up outstanding client payments professionally. Maintain client invoicing portals and requirements where applicable, and ensure purchase-order numbers, supporting schedules and contractual billing instructions are correctly reflected. Support month-end and project close-out activities, including final invoicing, cost review, document completion and closure of outstanding financial actions. Proposal, tender and business development support Coordinate the administrative preparation and submission of proposals, tenders, expressions of interest and statements of qualification across multiple technical disciplines. Format and quality-check proposals, fee tables, programmes, CVs, project profiles, organograms and supporting schedules to a professional and consistent SRK standard. Compile submission requirements and compliance checklists, coordinate contributions, monitor deadlines and follow up proactively to ensure complete and punctual submissions. Assist with proposal budgets, rate schedules, expenses, subconsultant inputs and commercial appendices, checking internal consistency and accuracy. Maintain proposal and tender records, templates and reusable project information, and ensure current approved formats are used. Document control, quality and compliance Establish and maintain orderly project and proposal files in the approved SRK environment, with appropriate naming, version control, access and confidentiality. Format, compile and issue reports, letters, presentations and other project deliverables; check document completeness, consistency and presentation before review or issue. Support compliance with SRK's Quality Management System, project governance processes, document review requirements and audit readiness. Coordinate project initiation and close-out documentation, including client instructions, contracts, approvals, project data and lessons learned. Support supplier and subconsultant administration in accordance with approved onboarding, contracting and payment processes. Stakeholder and team support Build trusted working relationships with Project Managers, technical teams, Accounts, Business Development, clients and external service providers. Communicate confidently and professionally, adapting to competing priorities and maintaining a calm, solutions-focused approach under pressure. Provide practical support to project teams without losing sight of controls, deadlines, quality or commercial requirements. Handle sensitive commercial, client and employee information with sound judgement, discretion and confidentiality. Contribute to continuous improvement by identifying more efficient, reliable and consistent ways of administering projects. Core Competencies: We are looking for an experienced professional who can ensure that: Project Managers have accurate, current and well-organised information and can focus more of their time on technical leadership, client service and decision-making. Invoices and supporting schedules are accurate, contractually aligned and submitted within required timelines, with fewer avoidable queries or corrections. Budgets, costs, WIP, variations and debtor actions are visible and followed up early. Proposals and deliverables are complete, professionally presented, compliant and submitted on time. Project records are audit-ready and aligned with SRK's quality and governance requirements. Risks, omissions and pressure points are identified early, communicated clearly and followed through to resolution. Additional Information: The responsibilities above describe the main requirements of the role and may be adjusted to meet the needs of the relevant SBU, office or project portfolio. The incumbent is expected to comply with SRK policies, procedures, quality requirements and applicable health, safety, information-security and confidentiality obligations. SRK is committed to employment equity and to creating an inclusive workplace. Appointment will be made in line with the Company's recruitment requirements and employment equity objectives. Salary and Rewards: Market related with Company Benefits. We believe that people are our major asset. Our ability to attract and retain highly motivated employees is largely dependent on the opportunities that we provide for individuals to satisfy their personal goals within the framework of the organisation. In order to achieve these objectives, we aim to: Pay above-average packages for good performance and monitor the remuneration structure in each relevant market so that we don't fall behind; Accommodate individual preferences for work assignments and schedules as far as possible; Support an open-door policy. Where employees feel they have difficulty in discussing concerns with their seniors, they have direct access to any Partner, Member of the Human Resources Committee or the Human Resources Manager and ultimately the Managing Director. We believe that a high-quality organisation relies on high-quality employees in all posts and at all levels. Upon becoming a permanent member of staff, the Company will endeavour to pay an annual performance bonus to each permanent employee as a reward for individual \/ financial performance. The Company reserves the right to pay an interim bonus during the year, normally in December. This forms part of the annual bonus. The Company is an employee-owned Company. In line with the Company policy, an offer of available shares is made each year and employees are encouraged to invest in their Company. Partners consider the views of shareholders on the admission of new employees as shareholders. Detailed applications must be forwarded to the Human Resources Department via the website SRK reserves the right not to make an appointment. Submissions from underqualified or overqualified applicants may not receive a response. Applicants not receiving a response within 4 weeks should deem their applications to have been unsuccessful.