Project Administrator

Overview

We are looking for a highly organized and proactive Project Administration Manager to oversee a multi-site stock count project across four locations.

The ideal candidate will be instrumental in coordinating administrative functions, ensuring precise reporting, and maintaining organized project documentation throughout the project lifecycle.

Key Responsibilities

• Coordinate and manage administrative tasks across four project sites
• Attend all project meetings, record attendance, and produce accurate meeting minutes
• Distribute meeting minutes promptly to all stakeholders
• Maintain both hard copy and digital filing systems, ensuring proper archiving
• Develop and implement standard templates and documents for the scope of work
• Compile and submit daily progress reports and reports from site visits
• Conduct site visits to monitor project progress and ensure reporting accuracy
• Prepare and track Work Breakdown Structures (WBS)
• Monitor and report on budget versus expenditure performance
• Conduct client satisfaction assessments and compile final reports
• Record meetings using AI tools and distribute recordings as needed
• Update and share project tools, templates, and supporting materials
• Collaborate with various departments, including IT, HR, Finance, Production, and Logistics
• Produce project execution reports and a post-project review
• Track activity at site visits and measure against timing plans for reporting purposes

Key Requirements

• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Excellent typing, documentation, and communication skills
• Proven experience in project administration or coordination
• Ability to produce clear, structured, and professional reports
• Strong organizational and time management skills
• Assertive personality with the ability to manage multiple stakeholders
• Valid driver’s license and willingness to travel between sites
• Experience with AI tools for meeting recording and documentation (advantageous)

Preferred Candidate Profile

• We are committed to promoting diversity and inclusion in our hiring practices in alignment with BBBEE guidelines.
• Professional, detail-oriented, and proactive.
• Capable of working independently and in a hybrid environment
• Assertive

Deliverables / Outputs

• Work Breakdown Structure (WBS)
• Budget vs. Paid tracking reports
• Daily and weekly progress reports
• Meeting minutes and attendance registers
• Site visit reports
• Client satisfaction reports
• Final project review document