Project Administrator

3 weeks ago

Durbanville, South Africa INTERCONNECT SYSTEMS Full time

**SUMMARY OF POSITION**

The role of an Administrator involves a great deal of multitasking. They will work with teams, oversee the operations within the Company, manage groups, coordinate with management and engage in planning according to the needs of the Company.

**ROLES AND RESPONSIBILITIES**
- **Requests to Quote from Clients**:

- Monitor the RFQ mails and liaise with Project Team
- Ensure that all Quotes Requests are auctioned
- Generate other non-project related quotes
- Capture quotes on Smartsheet Sales Pipeline
- **Initiate work process**:

- Reconcile quotes generated and orders received from client
- Update the sales stage on the smartsheet
- Create and update drive folders
- Log jobs on Syspro and upload to the relevant Smartsheet
- Send calendar invites to the Branches with the relevant information for Jobs (installation requirements, dates, and project timelines)
- Review the costing model used for jobs
- **Procurement and project planning**:

- Raise orders against Suppliers and Sub-contractors when necessary
- GRN when either material has been delivered or sub-contractors work is completed
- Ensure that Branches have the correct stock to do their work
- Arrange access to the sites for the assigned Technicians
- Monitor progress on site and update the Client
- **Finalise Projects once completed**:

- Collate documentation
- Request documentation from Branches if necessary
- Reconcile costs and compare the WIP recorded by Branches
- Prepare documentation for invoicing
- Complete invoices
- Upload documentation to Debtors Drive
- Update relevant Smartsheets
- **Administration**:

- Capture and submit attendance, leave, and overtime doe Service Desk Staff
- Capture and submit values nominations
- Attend to invoicing queries
- Reconcile Service Desk Account
- **Switchboard Operator**
- Receiving calls, providing information, take messages and relay them when needed
- **Health, Safety, Quality and Environmental Responsibilities**
- Report any deviations that could lead to an accident
- Participate in Safety Training to improve safety standards
- Report incidents and accidents before the end of a shift
- Adhere to the Company's Health and Safety policy and procedure
- Look after your own safety and that of other employees
- Ensure that the SHEQ Management System requirements are met towards customer, internal, ISO, regulatory / legal requirements.
- Manage and perform all internal processes, especially those that affect the quality of the Organization's products.
- Work with Customers, Colleagues and Contractors towards continual improvement of the Management system and report the need for improvement to Management.
- Keep up standards and regulations with respect to Products and Services
- **Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior**

**JOB REQUIREMENTS**
- Must have a minimum of Grade 12 or equivalent
- Must have a minimum of 3 - 4 years previous experience in an Administration position
- Must have extensive knowledge of MS Office
- Experience of Syspro would be an advantage
- Must have excellent verbal and written communication skills
- Must have a valid driver’s licence and own vehicle

**BEHAVIOURAL REQUIREMENTS**
- Must be able to work independently as well as in a team
- Must be able to adapt new strategies to react to changing business trends
- Must have excellent organisational, planning, multitasking and administrative skills
- Must have exceptional attention to detail, be results, detail and goal orientated
- Must be logical, methodical and proficient
- Must be able to prioritise jobs, perform under pressure and meet deadlines
- Must be able to manage time efficiently and effectively
- Must consistently maintain a high level of integrity, be honest and reliable
- Must be willing to take on new responsibilities and challenges
- Must have exceptional Customer service skills and display professionalism at all times
- Must be dressed professionally at all times
- Must conduct him/herself in the appropriate manner and show respect towards the Company, Clients, Suppliers, Contractors and fellow employees
- Must have excellent interpersonal and communication skills

**Job Type**: Permanent

**Experience**:

- Project Admin: 2 years (required)

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