Project Administrator

2 weeks ago


Cape Town, South Africa SMEC Full time

**THE ROLE**

SMEC South Africa is currently seeking a talented **Project Administrator **in our** Structures **function in our **Cape Town **office**.** The person will be responsible for financial reporting and preparation of tenders and the tracking of workflow progress v/s programme.

**Suitable applicants will be able to**:

- Build SMEC's brand regionally & Nationally as a leading consultant with a strong reputation for innovation, technical excellence, quality, and project delivery
- Assist the Regions to achieve sustainable growth of the group through targeted client relationship management and business development activity
- When required, provide project governance, at project manager level, of project management in the group to achieve reliable project performance in terms of sophistication, timeliness, and quality
- Support functional management to provide leadership to the employees in the group to ensure cohesion, optimal performance, resourcing, retention, and professional development

**REPORTS TO**

Function/Project Manager or any other person appointed to supervise him/her from time to time.

**KEY RESPONSIBILITIES**
- General administrative duties which include:

- Document control
- Quality compliance checks
- Minute-taking
- Updating office bids on the bid register
- Assistance with the Quality Management System
- Organising training courses for the staff and associated administration involved
- Preparation of tenders
- Relief reception duties
- Follow up on submitted bids
- Check supplier invoices
- Registration of bids
- Travel management
- local and international
- Timesheets and sundries
- Diary management
- Coordinate meetings and boardroom bookings
- Filing project documents
- Tracking training spend vs budget
- Log training time/training requests
- Open new projects on BST
- Coordinate and Capture Resource Planner (Division resource tool)
- Support Project Manager with regards to daily requirements as needed - transmittals, filing, data capturing, extracting of information, noodles, etc.
- Data capture and validation of information in programme systems in support of Project Managers and tracking of key milestones and reporting on key variances and achievements
- Assistance at team meetings and other site and Project Manager level meetings as required - documentation, information registers, status reports, agendas, meeting minutes, etc.
- Document control
- Assist with the development and delivery of progress reports, documentation, and presentations
- Support and conduct secretarial duties to OOPM and OOPD
- Forecast rollover
- Setting up client questionnaires
- Mentorship administration and recordkeeping
- CV Upload
- Financial:

- Preparation of invoices and payment certificates

**KEY CHALLENGES**
- Project management
- Quality compliance
- Financial reporting

**KEY PERFORMANCE INDICATORS**
- Quality, professionalism, and excellence
- Flexible
- Excellent organisational skills
- Good verbal and written communication skills
- Ability to work under pressure within a fast-paced environment
- Ability to work on multiple projects and with multiple managers
- Reporting to meet project and internal deadlines
- Tracking of workflow progress
- Assist with drafting of financial reporting of costs v/s budget
- Assist with drafting of reports
- Preparation of tenders
- Attention to detail

**RECOMMENDED QUALIFICATIONS, SKILLS, AND EXPERIENCE**
- Matric
- Minimum 5 years’ experience
- High proficiency in MS Word
- High proficiency in PowerPoint
- High proficiency in skills in Excel
- An added bonus would be experience in the consulting engineering or construction industries
- Project management experience
- Financial background

**Closing date**: Tuesday, 20 June 2023

SMEC is an equal-opportunity employer. Diversity is a source of strength for our people, our clients, our partners, and our communities.

**How to apply


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