My client is one of the world's leading Engineering Professional Services Consulting firms with the Head Office based in Pretoria. The project administrator assists in the management and administration of projects under the supervision of a project manager. This position requires great responsibility and proper time management skills as it requires constant monitoring and control of all project va

AA Project Administrator- Consulting Engineers Industry  

Pretoria

R25,000  CTC.

My client is one of the world's leading Engineering Professional Services Consulting firms with the Head Office based in Pretoria. The project administrator assists in the management and administration of projects under the supervision of a project manager. This position requires great responsibility and proper time management skills as it requires constant monitoring and control of all project variables.

Qualifications:

• Matric certificate
• Project Administration qualification would be advantageous or relevant experience in a similar role.

Responsibilities:

• Project Initiation Administration:
• Evaluate credit record of prospective clients to minimise risk of non-payment and/or prospective legal action •Submit Go/No-Go (Quick Review) form to obtain consent to partake in bid/proposal
• Request and ensure Registration of Proposal by Group Finance to record opportunity in BMS
• Prepare Bid / Proposal to clarify scope and determine fees using ECSA Fee Calculation
• Ensure Verification of Bid / Proposal contractual and financial arrangements, including “bottom-up” fee calculation to manage financial and commercial risks (bids over R2.0million) by Group Finance
• Obtain authorisation for submission of Bid / Proposal
• Follow-up on submitted bids / proposals to secure appointments and/or understand why bids were unsuccessful
• Prepare and obtain contract / appointment documentation to secure appointment
• Prepare Final Go No Go & final ECSA fee calculation for Registration
• Prepare Project Structure for recording on the BMS to ensure correct Phasing and Tasks are registered
• Request and ensure Registration of Regular Projects by Group Finance to record current projects in the BU
• Prepare directory on server to enable documentation filing
• Assess the need for physical file and prepare such when required to file all physical documentation
• Prepare Project Management Plan including Project Programme, Resource Matrix, Responsibility Matrix, Cash-Flow, Risk Management and Direct - and Through Costs
• Prepare project specific Health & Safety plan to ensure employee welfare and manage team, company and project risk
• Update project file to record all plans and information in the Quality Assurance System (ISO) Project Execution Administration:
• Procure selected service providers to support the execution of the project;
• Ensure registration of service provider by Group Finance in the BMS;
• Draft and secure service provider contracts, including Scope of Works, Milestones, Contract Document,
• Cash Flow and payment terms;
• Assist Project Managers on the following:
• Arrange meetings to ensure attendance by relevant representatives
• Prepare Minutes to record meetings and discussions
• Prepare and file project discussion notes to record progress, tasks and decisions during the execution of the project
• Drafting of project specific notices;
• Monitor service provider’s invoices and payments:
• Verify sub-consultant current invoice against agreed Contractual terms, including Scope of Works, Milestone delivery, Cash Flow;
• Give instruction to Group Finance on terms of payment
• Group Finance to:
• Monitor payments received from client
• Process payment as per instructions on invoice
• Ensure receipt of payment confirmation from Group Finance
• Monitor progress of projects to:
• Assist in cash flow / billing projection management to inform business financial management
• Identify risks in project resourcing and delivery
• Verify project scope against contractual agreement
• Manage Scope Crepe and project costs
• Communication with Service Providers and Clients on milestones
• Monitor & control project team costs, including time spent, travel and other expenses to control project cost to be in line with Project Plan;
• Project Risk Management
• Source and create project documentation ensuring that company ISO standards are met;
• Management and maintenance of the Project Management Plan, including the Project Plan, Risk
• Management Plan, Resource Matrix, Cash Flow and H&S Plan;
• Preparation of updated cash flow on a monthly basis;
• Ensure recording of cash flow / billing projection on BMS by Group Finance;
• Assist and ensure maintenance of Client details on the BMS by Group Finance;
• Regular financial checks to ensure correct allocation of costs, income, profitability;
• Financial Reporting:
• Report on billing projections ensuring budget targets are met for Business Unit
• Monitor cash collections ensuring cash collection targets are met
• Compile weekly and monthly reports on quotes, tenders and wins to report on progress
• Compile weekly report to manage progress on various monthly targets specified
• Manage Work-In-Progress on projects ensuring revenue is realised on projects in a timely manner
• Assist with compilation of Business Unit Management Report to allow monitoring of business unit performance
• Health and Safety
• Role model standards for SHEQ performance and behaviour consistent with the company’s health, safety, environmental and quality vision and policies by influencing those around you
• Contributing to the identification of SHEQ risks and driving processes to achieve Zero Harm
• Embracing, displaying and promoting the company values and ensuring a safe working environment is maintained at all times

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