Project Admin Officer

6 days ago

Johannesburg, Gauteng, South Africa The Levelup Full time

Level Up Johannesburg, Gauteng, South Africa

Responsibilities:

Subcontractor Management:
  • Coordinate and manage subcontractor activities, ensuring alignment with project timelines and scope.
  • Maintain communication with subcontractors to ensure their tasks are completed as per project requirements.
  • Monitor subcontractor performance and adherence to contractual obligations, addressing any issues promptly.
Sites Access Management for Subcontractors & Internal Team:
  • Manage and oversee site access arrangements for subcontractors and internal team members.
  • Ensure that all personnel have the necessary clearance, permits, and safety requirements to access project sites.
  • Track and report site access data and resolve any access-related issues promptly.
Health & Safety (H&S) Compliance:
  • Ensure compliance with all relevant health and safety regulations on site for both subcontractors and internal staff.
  • Collaborate with the health and safety team to ensure proper protocols are in place and adhered to on the job site.
  • Assist in conducting H&S audits, assessments, and reporting.
FAC Management & Internal Team FAC Compilation:
  • Oversee the Facilities Acceptance Certificate (FAC) process, ensuring all necessary documentation is in place.
  • Work with the internal team to compile and manage all relevant FAC documentation and reports.
  • Ensure all aspects of the project meet required standards before FAC submission and approval.
Delivery Note Creation:
  • Generate and track delivery notes for all inbound and outbound materials, ensuring accurate records in line with project requirements.
  • Ensure all delivery notes are aligned with purchase orders and contracts, and that they are properly filed and accessible.
Supplier Management:
  • Assist in managing supplier relationships, ensuring that materials and services are delivered on time and to specification.
  • Coordinate with suppliers to resolve any issues related to product delivery, quality, or quantity.
  • Track supplier performance and assist in identifying alternative suppliers when necessary.
Scheduling of Transport:
  • Plan and coordinate transportation schedules to ensure timely delivery of materials, equipment, and staff to project sites.
  • Work with logistics teams to optimize transport routes and schedules, ensuring cost-efficiency and timely arrivals.
  • Monitor and track transport logistics, resolving any delays or issues as they arise.
Scheduling of Training:
  • Coordinate and schedule training sessions for internal teams and subcontractors as required by the project.
  • Ensure that all training materials are prepared, and that training compliance is tracked and documented.
  • Work with training providers to arrange sessions, ensuring they meet project requirements and timelines.
Qualifications & Skills:
  • Proven experience in project administration, logistics, or a related field.
  • Strong organizational skills with the ability to manage multiple tasks and stakeholders.
  • Familiarity with subcontractor management and project site coordination.
  • Knowledge of health and safety regulations and practices.
  • Experience with delivery note generation, supplier management, and scheduling processes.
  • Excellent communication skills and the ability to interact with both internal teams and external vendors.
  • Proficiency with Microsoft Office Suite or similar office software.
  • Ability to work in a fast-paced, deadline-driven environment.
Desired Attributes:
  • Detail-oriented with strong problem-solving abilities.
  • Proactive and adaptable to changing project requirements.
  • Strong interpersonal skills, with the ability to manage relationships with a diverse set of stakeholders.
  • Ability to maintain calm and focus under pressure, managing both short-term and long-term project needs.
Seniority level

Entry level

Employment type

Full-time

Job function

Project Management and Information Technology

Industries

Marketing Services

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