Project Coordination Specialist

1 day ago

Cape Town, Western Cape, South Africa Surgo PTY Ltd Full time
Job Overview

This role plays a vital part in the smooth operation of project activities. Reporting directly to the PMO Director, the position is key to the project management office within our client.

The Project Administrator must be meticulous in maintaining data within project management and financial systems. They should support Project Managers in the simultaneous execution of various projects, ensuring that resources are scheduled effectively from start to finish.

Main Responsibilities
  1. Monitor Presales requests and scheduling / follow up with Delivery and Commercial teams.
  2. Establish and maintain report on lead times for project allocation, scoping, and delivery.
  3. Monitoring of Project and Service (UAT) boards for timely and accurate conversion (hours sold verses Project Budget) and UAT Ticket responses / closure in line with agreed process standards.
  4. Assist with budget preparation and financial tracking throughout the project lifecycle. Including preparation of inputs and participation in finance review sessions.
  5. Review and drive operational project reporting process with follow up via the Project and Delivery leads to enable accurate and timely invoicing and reporting.
  6. Assist in the planning, execution, and closing of projects. This includes scheduling meetings, updating project schedules, and ensuring that transition deadlines are met.
  7. Assist in resource allocation, ensuring that the project has the necessary resources at the right times.
  8. Monitor requests for purchasing with our clients purchasing team, ensuring the correct kit list is procured and delivered successfully
  9. Ensure timely procurement and scheduling of 3rd Party service providers
  10. Act as a point of contact for project team members, stakeholders, and clients. Effectively consolidate and communicate project status, issues, and risks to all stakeholders.
  11. Help identify and mitigate project risks.
Requirements
  • At least two years previous experience working in a support, administrative or coordination function
  • Excellent written and verbal communication skills
  • Proven experience of communicating confidently with internal and external stakeholders
  • Excellent organisational skills and confident in recording, tracking and reporting on tasks, progress and challenges
  • Able to analyse potential problems and identify routes to resolution
  • Actively contribute to and enjoy being part of a team
  • Able to manage time effectively and proficient at multitasking
  • Pro-active; identifying areas to improve and processes to introduce consistent results
  • Proficient in Microsoft applications (including Excel, Word and Outlook)
  • Ability to work under pressure, be self-motivated and have the ability adapt quickly

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