Project Administrator

2 months ago

Cape Town, South Africa The Gem Project Full time

**Main purpose of the role**

The Project Administrator will organise and coordinate all operational and office administration activities, in order to ensure organisational effectiveness, efficiency, and safety of our equine and canine sanctuary. The Project Administrator is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office, housekeeping and grounds staff supervision, and task delegation.

The successful Project Administrator is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and operational duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an organisation of diverse people.

The role requires that the incumbent be comfortable working in a farm environment, based in Philadelphia, Cape Town.

**Operations and Support Functions**:

- Coordination of daily, weekly and monthly task lists for Housekeeping / Grounds staff
- Ensure that all common areas, public areas, amenities and staff accommodation are kept neat, tidy and clean
- Organise Sanctuary operations and procedures and keep staff up to date
- Design, implement and oversee adherence to operational policies and procedures
- Conduct meetings with maintenance and housekeeping departments to review workloads and expectations and ensure task due dates are adhered to
- Address employee’s queries regarding office management issues (e.g., stationery, supplies, travel arrangements etc.)
- Liaise with facility management vendors, including cleaning, catering and security services
- Keep a database of all service providers
- Plan in-house or off-site activities, like parties, celebrations, and conferences
- Purchasing and procurement - Liaise with Managers to order stationery, equipment, stock etc.
- Manage contract and price negotiations with office vendors, service providers and office resource suppliers
- Address employees’ queries regarding office, project and sanctuary management issues
- Organize office, farm maintenance and housekeeping operations and procedures
- Design, implement and oversee adherence to operational policies and procedures

**Financial Administration Support Responsibilities**:

- Ensure the Gem property and all its assets are kept safe at all times
- Liaise with insurance and security companies to make sure their services are up to date
- Preparation and submission of all financial administration and accounts
- Management of Petty cash
- Financial Reporting to Financial Manager
- Preparation and ongoing review of Gem Project Cape Town budgets with ALL departmental managers
- Audit preparation - Assist Financial Manager with audit process
- Manage all financial risk and develop early warning systems
- Manage and supervise all procurement, ensuring alignment with organizational policies
- Stock/Inventory/Asset Management - ensure that system processes are followed to ensure the verification of all stock/inventory/assets. Specifically, to eliminate loss.
- Fundraising - Network with new and existing contacts for possible fundraising and partnership opportunities, in collaboration with Managers

**HR Support Responsibilities**:

- Assist with capturing and filing of Staff skills Audits
- Scheduling of necessary staff training as required by Managers
- Tracking and capturing of all training for reporting purposes
- HR administration: Update and maintain all HR, office policies and legislative compliance policies as necessary
- Assist in the orientation and intake process for new employees
- Manage disciplinary processes and procedures
- Maintain Employee records
- Assist with employee recruitment processes
- Manage, maintain and report on matters pertaining to staff leave, attendance records and registers
- Payroll - Manage, process, maintain and submit all matters pertaining to payroll, to The Financial Manager
- Monthly reporting to all Managers regarding staff HR Administration
- Contracts management - ensure that all HOD’s are notified of expiring contracts and are timeously renewed or terminated

**Administrations Responsibilities**:

- Day to day departmental administration and sanctuary management support services
- Communication, calendar and diary management
- Support staff with administration of new projects
- Liaise with staff to collect and collate
- Weekly reports
- Monthly reports
- Quarterly reports
- Collect and collate information required for any other reporting purposes
- Maintain digital filing system for all Policies, procedures, protocols, reporting etc.
- Collate, maintain and update databases for all necessary and essential contacts to ensure the smooth running of the sanctuary. Database to include: Vendors, service providers, vets, doctors etc.
- Administration, compliance, PR and marketing of events
- Research, update and main

  • Financial Project Administrator

    2 weeks ago

    Cape Town, Western Cape, South Africa Project Management Connection Full time

    Financial Administration:Essential duties include managing programme budget and costs, creating and managing purchase orders for various contractors, resolving budget queries, and reporting to the Programme Manager.Project Coordination/Support:Key responsibilities involve supporting the programme manager and project team, managing a small work stream within...

  • Project Management Administrator

    6 months ago

    Cape Town, South Africa Project Management Connection Full time

    **About**: Project Management Administrator to support the company’s business area with security related projects. Experience with the PPO tool is a strong requirement. **Responsibilities**: - Responsible for the provision of support and guidance on project management processes, procedures, tools and techniques to programme managers, project managers and...

  • Project Coordinator

    5 months ago

    Cape Town, South Africa Project Management Connection Full time

    **Output / Deliverables Measurement/S** **Financial Administration** - Assist in Managing programme budget & costs by updating the programme budget and execute monthly cost & projection reporting - Coordinate PPO time capturing by ensuring that all relevant resources has booked their monthly time on PPO before month-end closure. - Manage account payments...

  • Project Management Assistant

    16 hours ago

    Cape Town, Western Cape, South Africa Project Management Connection Full time

    Job SummaryWe are seeking a highly skilled Project Management Assistant to join our team at Project Management Connection. As a key member of our project team, you will provide administrative support to ensure the smooth execution of projects.

  • IT Portfolio Administrator

    5 months ago

    Cape Town, South Africa Project Management Connection Full time

    **Main Purpose**: - To support and provide administrative assistance to the IT Portfolio Office. **Key Responsibilities**: - Knowledge and content management of relevant methodologies (e.g. Project Management Framework), templates, best practices, training material and research - Request, receive and consolidate Project Status reports - Maintain a Project...

  • Project Coordinator

    2 weeks ago

    Cape Town, South Africa Project Management Connection Full time

    Financial Administration:Assist in Managing programme budget & costs by updating the programme budget and execute monthly cost & projection reportingCoordinate PPO time capturing by ensuring that all relevant resources has booked their monthly time on PPO before month-end closure.Manage account payments for various vendors.Create and manage Purchase Orders...

  • Junior Project Manager

    5 months ago

    Cape Town, South Africa Quick Project Management Services Full time

    **JOB DESCRIPTION** **JUNIOR PROJECT MANAGER** **Job Summary** The Junior Project Manager coordinates project management duties. The JPM coordinates internal and external resources and/or vendors for the flawless execution of projects. The JPM oversees and performs administrative functions concerned with a project. This may include calling clients,...

  • IT Project Administrator

    5 months ago

    Cape Town, South Africa Zipcord Automation Group Full time

    **Duties & Responsibilities** - Capturing, creation and approval of Project Documentation such as: - SOW, Minutes of meetings, Roll-out Plans. - General project administration tasks i.e. creation and filing of summary reports - Communication with project stakeholders - Follow-up on outstanding issues as specified by the Project Managers - Assist with the...

  • Project Administrator

    2 months ago

    Cape Town, South Africa Western Cape Department of Health Full time

    Closing Date- 2024/10/21- Reference Number- WCG240912-5- Tracking Number- DOI 139/2024- Job Title- Project Administrator:Departmental Programme Office, Ref No. DOI 139/2024- Department- Department of Infrastructure- Salary level- 7- Enquiries- Mr G De Wet at (021) 483 0153- Job Type- Permanent- Location - Country- South Africa- Location - Province- Western...

  • Project Administrator

    3 days ago

    Cape Town, South Africa Laboh Gas Full time

    **Project Administrator Job Responsibilities**: - Assist project/operation managers and sales representatives in planning and organising project activities, including creating schedules, assigning tasks, and setting deadlines. - Coordinate project meetings by scheduling, preparing agendas, and taking minutes. - Facilitate effective communication among...

  • Project Administrator

    5 months ago

    Cape Town, South Africa Expleo Full time

    Overview: The purpose of the Project Administrator III role is to support the Project Management Office and/or Project Manager by executing project administrative duties with the aim of ensuring all projects meet its delivery and compliance requirements and standards. The role delivers on multiple priorities and is well suited to an organised individual, who...

  • Project Administrator

    2 months ago

    Cape Town, South Africa HSRC Recruitment Full time

    **Job Advert Summary**: In delivering ‘social science that makes a difference’, the Research Divisions, Units, Institutes and Centres of the Human Sciences Research Council (HSRC) undertake policy-oriented research from its offices in Pretoria, Cape Town, and Pietermaritzburg. Our public purpose mandate is set out in the Human Sciences Research Council...

  • Project Administrator

    5 months ago

    Cape Town, South Africa SMEC Full time

    Join our Team: Where People, Purpose, Integrity, Partnership, and Professionalism thrive!- Join our Engineering Dream Team: Building tomorrow's world, today!- Come be a part of something extraordinary. Your future starts here at SMEC South Africa. Why SMEC South Africa?- Innovation at our Core: We live and breathe innovation. At SMEC, you'll have the...

  • Project Administrator

    3 weeks ago

    Cape Town, Western Cape, South Africa Milkor Integrated Systems Full time

    Job Title: Project CoordinatorKey Responsibilities:Administrative Support:Manage purchasing processes, including tracking purchase orders, coordinating with suppliers, and resolving procurement issues.Attend meetings, take minutes, and follow up on action items.Provide general administrative support, such as scheduling appointments, managing email, and...

  • Project Administrator

    5 months ago

    Cape Town, South Africa Data Knights Full time

    **Key Responsibilities**: - Assist in the planning and coordination of project activities to ensure compliance with objectives and schedules. - Maintain comprehensive project documentation, reports, and plans. - Manage administrative tasks such as scheduling, preparing meetings, and coordinating work activities with the client and internal teams. - Act as a...

  • Project Administrator

    5 months ago

    Cape Town, South Africa Knight Piesold Consulting Full time

    The infrastructure division within Knight Piésold is expanding and currently looking for a dynamic and efficient Project Administrator to join the team in our Cape Town office. The incumbent will be responsible to ensure the effective and efficient coordination and administration of engineering projects on an on-going basis. **Minimum Requirement**: -...

  • Administrator (Projects)

    5 months ago

    Cape Town, South Africa Fempower Personnel Full time

    Looking for a dynamic administrative role in Western Cape, Bellville? We've got an exciting opportunity for you! **Position**: Administrator **Location**: Bellville, Western Cape About the Role: Are you ready to make an impact? As an Administrator, you'll play a pivotal role in ensuring the smooth operation of the WC Maintenance Projects Department. Your...

  • Project Administrator

    5 months ago

    Cape Town, South Africa Salt Full time

    We are looking to hire a Project Administrator with 5-7 year’s experience for a reputable client of ours. You will be required to provide dedicated, administrative and project support to the Project Manager and facilitate, report and analysis on all project related activities. This will be a 12-month contract based in Cape Town, South...

  • Project Administrator

    7 months ago

    Cape Town, South Africa PBT Group Full time

    Join our team as a Projects Administrator and dive into the heart of our dynamic project environment! As a key player in our PMO team, you'll be the driving force behind our project portfolio, providing administrative support PMO Team. **Responsibilities**: - Implement and maintain processes and procedures to ensure smooth operations. - Develop...

  • Project Administrator

    5 months ago

    Cape Town, South Africa Electrum Payments Full time

    **About Electrum**: Electrum is an exciting B2B tech company. We partner with some of South Africa’s biggest household names, enabling them to open up their customers’ access to payments and digital goods and services. We love that the projects we work on touch the lives of millions of South Africans every day, making a real difference. - We hire the...