Project Administrator at GIBB Engineering and Architecture

Core Purpose

To provide project office management assistant functions to Project Managers and Project Executives. Responsible for general project and financial administration as well as administration of quality management system. Provide administrative support to the project team covering project document control including templates and documentation quality assurance, financial administration including invoicing, correspondence register, procurement and contract administration registers including sub-cons, co-cons and ESD partners, resources schedules, project reporting and performance monitoring data.

Requirements

DOCUMENTATION MANAGEMENT AND CONTROL

• Establishing and managing the project electronic management system.
• Management and processing of incoming and outgoing documents.
• Managing the distribution and control of project documentation.
• Managing the delivery and acceptance of project documentation/deliverables.
• Archiving project documentation.
• Maintaining the JV and Project communication plan.

COORDINATION OF DOCUMENTS COMPILATION

• Collation of inputs from various authors into master document.
• Assist project team with document quality assurance review and editing.
• Management of version control.
• Acting as a point of reference on the use of the project administration Quality Management System.
• Assist in the development of a project administration quality plan.

PUBLISHING OF DOCUMENTS:

• Combining report components prepared in various packages (e.g. Word, Excel, CAD etc.) into single Adobe document.
• Creation of bookmarks and links in Adobe version of reports.
• Pagination and publishing reports using Adobe.
• Arranging for transmittal and distribution of documents.
• Related tasks.

RESOURCE SCHEDULE

• Updating resource schedules.
• Preparation and updating of plans (JV plans)
• Checking planned vs actual utilisation of resources.
• Capturing of submitted timesheets and verification against planned effort.

PROCUREMENT AND CONTRACT DOCUMENTATION ADMINISTRATION

• Accessing procurement and contracting documentation templates.
• Executing / processing sub-consultants administration.
• Maintain Procurement and Contract administration registers.
• Keeping and Maintaining Contractual documentation (All project contractual documentation).

PROJECT FINANCE ADMINISTARTION

• Arranging for the production and distribution of project financial information.
• Preparing / processing reimbursing expenses.
• Preparing / processing invoicing of the Client, JV partners and Sub-consultants.
• Assisting in the development of financial reviews.
• Assist in the review and development of project proposals, variation orders and claims.
• Monitor and reporting on project and JV budgets / approved vs actual expenditure.

TEAM SUPPORT

• Administration of job descriptions.
• Assist in the preparation of project plans and claims.
• Accessing and updating project reports.

Job Requirements

Qualifications:

• Proficient in MS Office Suite (Word, Excel, Outlook and Power Point)
• Competent in the use of Adobe Professional
• National Diploma in Office / Business Administration
• Management or Relevant Certificates
• Diploma in Project Management (added advantage)

Experience:

• 8 Years’ experience in construction multidisciplinary project office administration with proven track record in:
• Document management and Records Keeping
• Contract administration
• Project financial administration
• Knowledge of ISO 9001
• PM software experience-added advantage

Person Requirements

Core Competencies:

• Excellent communication skills both written and verbal (English).
• Strong administrative and procedural compliance.
• Excellent time management skills.
• Exercise sound judgment and work with minimal supervision and direction.
• Maintain effective communication with team members particularly in relation to meeting tight deadlines.
• Demonstrate initiative and be proactive in providing support to internal clients.
• Adopt a proactive approach to the duties and responsibilities of the position, to ensure performance outcomes and processes.
• Display initiative and professionalism by enhancing your skills and abilities and thereby ensuring your development supports changing business needs.
• Be flexible in your work by adjusting to multiple demands/shifting priorities.

Additional Competencies:

• Planning and Organising
• Team Player
• Integrity
• Problem solving
• Achievement Oriented
• Self-Awareness and motivation
• Time Management
• Decision Making
• Initiative
• Client Focused
• Willingness to learn and assist others