Assistant Project Co Ordinator

2 weeks ago

Bedfordview, South Africa Dinga Business Solutions Full time

Assistant Project Co-coordinator role you will provide administrative support to the Project Managers in the Business Unit in the successful completion of their projects by coordinating
- project meeting schedules, managing internal and external systems, facilitating meeting logistics, taking minutes and coordinating communications.
- Support the Business Unit in the leadership and supervision of business services administrative duties, including compilation and monitoring of revenue,
- expenditures, accounts payable, accounts receivable and budgeting for SBU's inour department.
- Invoicing projects monthly and working with finance department on administration the finances of the projects.
- Follow up on project debtors and assist with timely collections.
- Ensure that creditors are registered with SRK, paid in a timely manner and that requisitions are completed accordingly.
- Use project scheduling and control tools to monitor project plans, work hours,budgets and expenditures.
- Keep the Project Managers and others informed on the project’s status and issues that may impact client relations.
- Open project numbers for new projects and update the system regularly with all project related information.
- Manage the Business Unit’s weekly timesheet submission errors and project approvals, as well as month-end closure processes.
- Compilation of the Business Unit’s monthly financial reporting.
- Providing administrative support to SBU Partners and SBU Managers.
- Stay abreast of the various clients’ tender and invoicing systems (e.g. Ariba, M2North, Coupa etc) and platforms.
- Assist with the Health and Safety procedures and Risk assessments on projects
- and for the Business Unit.
- Provide training and coordinate training for all of the SBU employees on company processes and systems.
- Arrange travel logistics for staff on training, conferences, workshops and projects.
- Assist with the compilation of tenders and their timely submission.
- Prepare, administer, and file project correspondence and records according to ISO 9001 standards.
- Responsible for the typing, formatting, and reviewing of all documentation and
- presentations (project and SBU related) according to company's quality standards.
- Keep track and maintain all equipment used within the Business Unit
- Assist the Business Unit with the process of Professional Registrations
- General office coordination and the company internal communication on procedures and policies.
- Executing / processing sub-consultant’s administration.

**Requirements**:

- Entry level position.
- A Bachelor's degree, or equivalent qualification in business administration, project management, or a related field beneficial.
- Experience in project coordination or project management roles beneficial.
- Excellent organisational and multitasking skills, with the ability to prioritise tasks effectively.
- Strong communication and interpersonal skills, with the ability to interact confidently with stakeholders at all levels.
- Proficiency in project management software and tools, such as Microsoft Project advantageous.
- Knowledge of project management methodologies advantageous.
- Ability to work well under pressure and adapt to changing priorities in a fast-paced environment.
- Attention to detail and problem-solving skills, with a focus on delivering high-quality results.
- Strong analytical and decision-making abilities.

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