Project Administrator

2 days ago

Johannesburg, Gauteng, South Africa MSA Outsourcing Solutions - UK Full time

MSA Outsourcing Solutions is looking for a dedicated Project Administrator to join one of our UK based clients. We are seeking an experienced Project Administrator to provide structured, remote operational support across all projects. This role forms the administrative backbone of the business, ensuring disciplined document control, professional reporting, accurate financial administration, and seamless coordination.

This is not a general admin role. It requires autonomy, pace, attention to detail, and a practical understanding of how development and construction projects operate from feasibility through to handover.

  • Attend online project meetings and produce same-day, client-ready minutes.
  • Rewrite AI-generated meeting notes into clear, accurate, professional documentation.
  • Maintain action logs and proactively follow up with consultants and contractors.
  • Prepare agendas, issue meeting invitations, and manage calendars across multiple projects.
  • Maintain structured SharePoint project folders with accurate naming, version control, and sequencing.
  • Upload and manage drawings, reports, correspondence, and signed documentation.
  • Maintain and improve templates, trackers, and internal documentation.
  • Keep all project logs current, including risk, design, RFI, programme, procurement, and query logs.
  • Prepare weekly and monthly reporting packs using agreed templates.
  • Update risk registers, progress commentary, action summaries, and photographic records.
  • Format professional client-ready reports and presentation packs.
  • Prepare invoice schedules for Director approval and issue invoices once approved.
  • Track issued invoices, monitor due dates, and confirm payment receipt.
  • Upload invoices to client portals where required and support monthly reconciliation.
  • Manage Adobe signature processes and file executed documents correctly.
  • Support tender and procurement administration, including issuing enquiries and tracking responses.
  • Prepare Tender Return Analyses for internal review.
  • Compile planning and Building Control documentation and maintain compliance trackers.
  • Book surveys, meetings, and site visits.
  • Manage project WhatsApp groups and extract relevant information into formal trackers.
  • Maintain structured photographic records across all projects.
  • Take ownership of action and query logs.
  • Support ad hoc client and project-related administrative tasks as required.

Requirements

  • Proven experience in senior administration, project administration, or virtual PA roles within construction, property, or professional services.
  • Working understanding of the project lifecycle from feasibility through to handover.
  • Excellent written communication skills with the ability to produce professional-grade minutes, reports, and presentations.
  • Highly organised with the ability to manage multiple live projects concurrently.
  • Strong attention to detail, accuracy, and follow-through.
  • Ability to work autonomously in a fast-paced, fully remote environment.
  • Strong organizational skills and the ability to manage multiple tasks effectively.
  • Ability to work independently and as part of a team.
  • Proficiency using Outlook, SharePoint, , WhatsApp, Fathom AI (or similar), and QuickBooks Online.

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