Project Administrator at GIBB Engineering and Architecture

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

 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

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

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:

• 5 - 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