Office Administrator - JBH at Tsebo Solution

Tsebo Facilities Solution is looking for Office Administrator to provide project administrative and coordinative services including general administrative support throughout the project life cycle.  Responsible for planning and implementing assigned work orders (under the Project Manager’s supervision) by co-ordinating and liaising with all internal and external stakeholders as well as suppliers and contractors to ensure project scope is delivered per service level agreements.

Duties & Responsibilities    
Project Co-ordination & Administration:

• Support the Project Manager to manage timely completion of the project and to coordinate all activities iro:
• Planning
• Estimating
• Budgeting
• Financing
• Managing
• Controlling Costs
• Visual quality assurance inspections when required.
• Log work orders.
• Create TFS/BBM purchase orders.
• Liaise with clients to identify and define project requirements, scope and objectives.
• Assist in compiling and preparation of business cases and works authorisation.
• Co-ordinate the approval process of project documentation.
• Make certain that clients’ needs are met as the project evolves.
• 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.

Stakeholder Management:

• 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.
• Manage conflict.

Reporting:

• Prepare all project weekly/monthly reporting within set timeframes for submission to relevant parties.
• Prepare project presentations for Operations/relevant stakeholders when required.
• Update and maintain all project records, keeping all guarantees, COC’s, approval documentation and as-built drawings for ease of reference.
• Compile and prepare stats as and when required.

Additional:

• Undertake such other responsibilities as directed by Management that will drive sustainability.
• Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken.
• Take responsibility for one’s own performance.
• Promote TFS’s image and corporate citizenry through deliberate and co-ordinated activities.

Skills and Competencies    

• Solid organizational skills and multitasking skills.
• Strong working knowledge of Microsoft Office and of project management tools.
• Excellent communication skills.
• Planning and organising skills.
• Excellent interpersonal skills.
• Initiative, problem solving and follow-up skills.
• Good time management skills.
• Negotiation skills.
• Supervisory skills.
• Conflict Management skills.
• Presentation skills.
• Interpersonal skills
• Communication Skills (Verbal & Written)
• Strong analytical and numerical skills
• Problem solving skills

Qualifications    

• 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.