Job Description
Job Title: Project Administrator
Location: Bryanston
Salary: R20 000 - R22 000

Our client is one of the most diverse engineering firms in Africa and the Indian Ocean Islands. They provide design, engineering and management consulting in the built and natural environment. The client specializes in projects for the property, transport and infrastructure, management and industrial, and environment and energy sectors. To further their strategic business expansion plan, they are seeking new employees who are loyal, committed, competent and proud to work for them. They are committed to the achievement and maintenance of diversity and equity in employment.

Responsibilities:
• Provide project administrative support to the HOD: Electronic Services and Regional Director: Key Accounts
• Manager by effectively managing all administrational functions on their projects, manage their schedules and performing a wide variety of responsibilities, i.e. secretarial and bid submission coordination duties.
• Provide project and office administration
• Prepare a variety of reports
• Attending meetings to gather information
• Writing first drafts to project reports
• Producing computer graphics
• Scheduling projects on an high level
• Prepare supporting documentation for Invoices such as time sheets and disbursements
• Compile and maintain correspondence registers
• Prepare and retrieve official expenditures and claims
• Review and summarize miscellaneous project reports and documents, and prepare background documents as necessary
• Initiate and respond to written and verbal correspondence, including composition, editing and distribution
• Create and maintain a system for organizing and storing both electronic and hard-copy information and records
• Maintain appointment schedules and calendars provide reminders as appropriate and coordinate travel arrangements
• Coordinate and organise meetings, including notification to prospective attendees, set-up, pre- and post-meeting correspondence, meeting minutes and records, and any required follow up
• Receive and screen communications including telephone calls, mail and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attentions
• Preparing of presentations
• Attending meetings and responsible for accurate recording of minutes

Success Measure:
• Ensure good governance by keeping Minutes that are accurate and updated.
• Effective project administrative support
• Meetings are managed and coordinated efficiently
Education, Experience and Knowledge:
• Grade 12 exemption
• 5 years + in a project administration position
• Knowledge and understanding of the business of the Company
• Excellent business writing skills
• Knowledge of modern methods of office administration
• Knowledge of business correspondence formatting
• Knowledge of proper telephone etiquette
• Knowledge of proper English usage, spelling, grammar and punctuation.
Skills Requirements:
• Excellent writing and minute taking ability
• Excellent typing skills – Good computer literacy – accuracy essential. (MS Office, Excel, PowerPoint and e-mail applications)
• Experience working in a corporate environment is essential.
• Professional telephone manner
• Proven ability to work under pressure and to tight deadlines
• Flexible and mature approach with the ability to work unsupervised
• Good command of the English language written and verbal
• Ability to plan, organize and manage time efficiently
• Sound problem solving abilities
• Office administration
• Ability to exercise discretion and maintain confidentiality are fundamental attributes
• Exemplary customer service skills including the ability to identify needs provide prompt response, and exercise patience, respect and professionalism in all interactions.
• Skills in independently prioritising, planning, coordinating, organising, leading and monitoring multiple organisational projects of a complex nature simultaneously and quickly adapting to changes and time frames
• Skill in communicating effectively, both oral and in writing
• Skill in researching and analysing issues and offering creative solutions
• Highly effective organisational and time management skills
• Ability to use initiative and independent judgment within established policies and procedural guidelines.
• Ability to exercise tact and discretion in preparing, handling and disclosing information of a confidential, controversial and/or sensitive nature.
• Ability to establish and maintain effective working relationships with all levels of the organisation and the public.
• Ability to analyse and resolve office and project administration and procedural problems.
• Ability to read, interpret and present information efficiently and effectively.
• Ability to perform research and prepare reports and recommendations based on findings.
• Ability to efficiently respond in a calm and effective manner to a variety of project demands
• Highly effective organisational and time management skills