Closing Date: 16 March 2023
Duties & Responsibilities
Project Co-ordination & Administration:
Support the Project Manager to manage timely completion of the project and to coordinate all activities iro:PlanningEstimatingBudgetingFinancingManagingControlling Costs
Visual quality assurance inspections when required.
Assist in compiling and preparation of business cases and works authorisation.
Conduct risk management planning, identification, analysis, response planning and controlling risk on projects in a pro-active manner.Assist with the preparation of project proposals, timeframes, schedules and budget.
Monitor and track project progress and address any queries timeously.
Act as the point of contact and communicate project status adequately to all participants.
Ensure rectification measures are implemented to ensure adherence to completion dates by meeting with the relevant stakeholders and fast tracking PO’s.
Report and escalate to management as needed.Collate and prepare appropriate project documentation, plans and reports for review and sign off.Regular communication with customers, internal teams and all relevant stakeholders.
Monitor and track project budgets ensuring adherence.Follow up or escalate issues to project managers for resolution.Site visits to corporate and retail sites as and when necessary.Daily Administrative Support:
Improve methods of carrying out work through on-the-job experience.Ensure that workflow continues without interruption.Filing of all project documentation.Ensure efficient and effective performance and turn-around times.Schedule and hold regular feedback meetings with all relevant staff and stakeholders when required.
Collate, distribute and control sensitive information and reports to authorised persons only.Analyse, correct, consolidate and prepare all project related documents for reporting purposes.Record and store information and correspondence in accordance with systems provided.
Accompany Project Manager’s to site and assist with site meetings and taking minutes/messages and general support during meetings.Communicate outcomes of meetings to relevant stakeholders.
Understand the processes required to identify all people and/or organisations impacted by the project.
Analyse stakeholder expectations and impact on projects.
Develop appropriate strategies for effectively engaging stakeholders in project execution.
Customer Service and Advice:
Promote and coordinate open and effective communication
Keep up to date with business developments and strategic objectives within the environment.
Keep abreast with and provide advice on general changes and compliance within the project frameworks when required.
Liaise with internal departments to ensure client’s needs are fulfilled effectively and efficiently.
Work with existing processes and procedures in such a way that operational efficiencies and performance are enhanced.
Attend to and resolve all customer queries timeously or escalate when necessary.
Follow up and follow through on all queries timeously.
Update supplier information and maintain relationships.
Prepare all project weekly/monthly reporting within set timeframes for submission to relevant parties.
Update and maintain all project records, keeping all guarantees, COC’s, approval documentation and as-built drawings for ease of reference.
Skills and Competencies
Strong working knowledge of Microsoft Office and of project management tools.
Communication Skills (Verbal & Written)
Strong analytical and numerical skills
Problem solving skills
Reading and understanding Microsoft Project Plans
Grade 12 (non-negotiable) plus….
Diploma in Project Management or equivalent.
Related technical knowledge advantageous.
Minimum 3 years’ experience in project administration/project co-ordination in a related field.Project finance administration.Working with multiple stakeholders.MS Word, Excel, MS Outlook, MS Project, InforEAM, Axapta.3rd Party Management of financial transactions
Reporting and tracking.
Acute awareness of project interdependencies
Courteous and tactful with customers/ suppliers