Project Administrator

4 days ago


Johannesburg, South Africa HR CAPITAL RECRUITMENT PTY Ltd Full time

As Project Administrator you will be responsible for various administrative duties surrounding projects. These duties may include documentation control, meetings, handling the project budget, and time management.

You will collaborate with the various team members within the company, e.g. Sales, Finance, Logistics etc. Be required to delegate tasks to appropriate team members. manage deadlines and progress across the team.

As Project Administrator, you'll be working closely with the Projects and Operations management, to ensure projects are delivered on time and on budget.

**Minimum Requirements**:

- Grade 12
- Certificate in Project Management - Advantages
- Minimum two years relevant experience
- Proficient with Microsoft Office
- MS Projects (Gantt Charts)

**Industry / Working Environment Experience**:

- Technical / Engineering S

**Skills Required**:

- Document Controller
- Document Administrator
- Project Manager Assistance
- Knowledge of project management, flow charts, technical documentation
- Team player
- Adaptable
- Good administrative skills
- Good communication skills

**Duties and Responsibilities**:

- Direct all operational aspects including distribution operations, customer service, human resources, administration and sales
- Review company order book for new projects
- Determine scope, price, delivery dates and T&Cs against the latest quotation submitted and resolve
- discrepancies with the Project Manager
- Review the completeness and accuracy of the order handover form received from sales
- Ensure that acknowledgements pertaining to receipt of the orders are sent to the customer
- Together with Project Manager and Draughtsman, prepare the following for each new project:

- ? Gantt chart showing the critical path, milestones and resources (by name, for each activity).
- ? This original Gantt chart must be frozen as the baseline for comparison against actuals.
- ? Check resources availability when the new Gantt chart is merged with other live projects
- Report problems to Project Manager but also, where possible, provide extra assistance to an overstretched resource
- Set up Project file folders (electronic and hard copy) in accordance with company standard Project Filing Index
- Update and maintain all of the Project’s files, folders, documents and correspondence including but not limited to
- ? Owner AIA contracts,
- ? Subcontractor contracts,
- ? Purchase orders,
- ? Invoices,
- ? Change orders,
- ? Proposal letters,
- ? Meeting minutes,
- ? Material requisitions,
- ? Punch lists and transmittals
- As each order is received, add the PO number against the relevant items on the Project Management Costing Sheet, until every item has been ordered
- Ensure that the supplier acknowledges receipts of the order and thereafter add delivery dates (plus any interim milestones) onto the Gantt chart for tracking and controlling purposes
- Finance / Sales together with Project Manager add the expected payments to the Company order book
- Meet regularly with the Project team to understand the specific needs of each job and determine where assistance is needed. Assistance may be in tracking submittals and RFI’s, making copies, reviewing and sending out meeting minutes, following up with subcontractors or material suppliers to ensure the proper documents are received and other needs as required
- Prepare weekly reports, design and control the project schedules for each project. (format and content of reports must be in accordance of the standard template)
- Ensure the information is current, accurate and consistent between all project documents (weekly reports, Gantt chart, Project Management Plan, Procurement Schedule etc)
- Act as the standby point of contact for all project related queries
- Other: Reasonable adhoc requests from time to time


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