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Project Administrator

2 weeks 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 has an interest in project management work in a dynamic environment. The role oversees and performs administrative functions concerned with an IT program and includes executing and coordinating project costing and budgeting, scheduling meetings and appointments, processing project related documentation, engaging with contractors / vendors, making travel arrangements, and preparing reports for IT management.

**Responsibilities**:

- Schedule appointments and meetings including updating diaries, maintaining the project calendar, distributing meeting schedules and packs and ensuring all meeting arrangements are in place (e.g. meeting invites and links shared with relevant stakeholders, meeting rooms booked, access to office arranged, etc.).
- Taking minutes at project meetings and manage the distribution, storage and updating of minutes within agreed standards and timeframes.
- Process project related documents (electronic and hard copy) including preparing and creating reports, templates, presentations, memo’s or agenda’s, follow up on deadlines for document submissions, filing and storing of records and data and maintaining an accurate log of all documents filed and uploaded.
- Execute and coordinate project costing and budgeting.
- Support projects managers with performing project expense reconciliations and resolving related queries.
- Capture and process all vendor invoices and payments and support with all vendor queries
- Provide project management support to the project teams and project/program manager by participating in project planning sessions and executing related deliverables
- Administer all travel arrangements and claims for the project team, ensuring these are timeously and accurately captured and approved.
- Coordinate and distribute project reports and status updates to project teams and IT management within agreed standards and timeframes
- Communicate and follow up on any project related actions, issues and risks and provide timeous feedback to the project team.
- Ensure all project administrative standards and requirements are in line with company IT compliance regulations

Qualifications:

- Degree or Diploma in Project Administration or related.
- Project Management Certification (for example CAPM, MSP)

**Skills**:

- Has excellent administrative skills with strong numeracy skills and budgeting skills.
- Ability to plan, coordinate and execute project functions, practices and standard operating procedures to realise business unit goals and objectives.
- Communication, presentation and reporting skills with the ability to clearly, accurately and succinctly convey information and data.
- Motivated self-starter, with personal drive and energy and strong integrity - Takes accountability for actions and mistakes.
- Able to operate independently and plan and communicate deliverables, timelines and responsibilities and ensure on-time delivery.
- Is customer orientated and committed to providing a high-quality service. Ensures customer needs are understood, assistance is provided, problems are timeously resolved, and expectations are met.
- Detailed, rule-orientated and organised - Follows procedures, vigilantly watches over work processes, tasks and outputs to ensure accuracy and initiates action to correct any quality concerns.
- Ability to work under pressure and manage multiple demands while organizing, prioritizing and reordering workload in a rapidly changing and fast-moving environment
- Governance, compliance and ethical behaviour - Applies the Governance Policy, Code of Conduct and ethical behaviour.
- Addresses non-compliance and implements suitable corrections

**Experience**:

- Seasoned project administrator with +3 years’ experience in a similar role in a project management office environment
- Experience in a retail or FMCG environment
- Sound level of proficiency with MS Office (specifically Project and Excel)
- Exposure to and good knowledge of project management methodologies, tools, and software.
- Good knowledge of project costing and budget management
- Good knowledge and understanding of Quality Management as it applies in a project context.

**Benefits**:
We are guided by shared values in all things we do: Courage, Excellence, Collaboration, Respect and Accountability
- Courage - We are bold thinkers and doers, always ready to take on new challenges. We think of ourselves as entrepreneurs, matching creativity with vigilance
- Excellence - We are united by a shared ambition: change the game, together. Continuous performance is both an objective and a mindset
- Collaboration -Teamwork and emotional intelligence