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Project/Office Administrator
2 weeks ago
Our Cape Town based client is a small, fast-paced architectural practice managing multiple projects simultaneously. This is a full-time, office-based position (with occasional travel to site meetings). The successful candidate will be a highly organised, experienced Project Administrator / Office Administrator who would streamline internal systems, support project delivery, and enhance communication between their office, consultants, and contractors. Experience in the architectural, construction, or engineering industry would be ideal,and an understanding project workflows, documentation management, communication, and administrative processes is essential.
Duties & ResponsibilitiesAttend site meetings and internal project meetings, and take accurate, comprehensive minutes.
Prepare, format, and distribute minutes, agendas, progress reports and site correspondence.
Track and manage project deliverables, deadlines, and required client/consultant inputs.
Manage document control systems ensuring consistency with office standards.
Filing of drawings, reports, and formal communication
Updating drawing registers and schedule archiving
Assist with tender coordination, documentation and submissions.
Communication & Coordination
Interact with contractors, consultants, and clients verbally and in writing on behalf of the architectural team.
Follow up on outstanding information with consultants and contractors.
Support project managers/architects with general coordination tasks and preparation for meetings.
Office Administration
Oversee day-to-day office operations (scheduling, general admin, printing/plotting).
Organise shared calendars, deadlines, and project milestones for the team.
Assist with onboarding new projects (creating project folders, templates, initial schedules).
Support the implementation and improvement of internal office systems and workflow processes.
Desired Experience & QualificationMinimum 4 years administrative experience within an architectural or construction or engineering or property development environment.
Understanding of project stages, construction terminology, and consultant team structures.
Experience attending and minuting site meetings.
Technical Skills
Excellent proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Familiar with:PDF editing tools, cloud-based filing systems
Knowledge of project management platforms and an understanding of architectural documentation and project be advantageous.
Organisation & Communication
Organisational skills with the ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills in order to handle own correspondence.
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4. Personal Attributes
Highly organised, structured and detail-oriented person .
Able to work proactively, take initiative, and drive tasks to completion.
Professional, diplomatic, and confident in dealing with clients and contractors.
Able to work independently in a small office environment without constant supervision.
Calm under pressure and comfortable handling many concurrent tasks.
Solution-driven and eager to optimise systems and improve office efficiency
Package & RemunerationR25/35Kpm
