Project Administrator at Hollard Insurance

Job Purpose

• The Project Administrator provides operational and administrative support to ensure the smooth delivery of projects. This role maintains project records, supports governance, coordinates reporting, manages logistics, and assists project leaders with the execution of day-to-day project activities for Project Athena.

Key Responsibilities

Project Records & Governance

• Maintain the Consolidated Projects Register and ensure it is always up to date.
• Ensure project documentation is complete and compliant with the Project Governance Framework at each stage of the lifecycle.
• Take ownership of Project Electronic Content Management requirements and maintain existing storage platforms.

Financial & Resource Administration

• Collate and process monthly invoices, updating project budgets in collaboration with the Project Accountant.
• Consolidate and track monthly resource costs with input from the Project Accountant.
• Monitor project plans, schedules, work hours, budgets, and expenditures to ensure alignment with approved baselines.

Meetings & Reporting

• Arrange and coordinate project-related meetings (team sessions, one-on-ones, progress meetings, and Steering Committee).
• Prepare agendas, presentation materials, and dashboards for meetings.
• Record, document, and distribute minutes, actions, and key decisions to stakeholders.
• Consolidate, review, and manage weekly progress reports.
• Support Project Leaders in preparing Steering Committee and other key reports.

Stakeholder & Staff Support

• Organize and participate in stakeholder meetings, ensuring follow-up on decisions and actions.
• Arrange staff inductions and onboarding for new project team members.
• Provide general project support (administrative, IT, and operational tasks) as required.
• Assist with logistics such as booking venues and coordinating catering for project events.

General Administrative Support

• Provide day-to-day administrative assistance to project teams.
• Undertake ad-hoc project tasks as required

Required Knowledge and Experience    
Required Experience (relevant or in a similar role)

• Minimum of 3–5 years’ experience in a project administration, project coordination, or similar support role.
• Experience in financial administration, budget tracking, or working with project accountants is advantageous.
• Exposure to project governance frameworks and structured project environments.
• Experience with Electronic Content Management systems and project management tools (Microsoft Project).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams).

Required Knowledge and Skills

• 3-5 years Project Administration experience within a PMO
• Exceptional Personal Organisation
• Attention to detail and good quality output
• Sound Financial Management knowledge
• Good written and verbal communication skills
• Working knowledge of MS SharePoint and MS Project
• Analytical and Problem solving skills
• Stakeholder management
• Ability to work effectively both independently and as part of a team
• Ability to work on tight deadlines
• Excellent Communication Skills, especially written
• Great interpersonal skills
• Full MS Office Suit and Microsoft Excel in particular
• Strong attention to detail
• Good organisational skills, with the ability to prioritise and take ownership where required
• A positive attitude
• Excellent decision-making skills
• Team player
• Confident and able to interact at all levels within the business
• Self-motivated
• Quick learner

On the job training/familiarisation time to be 80% competent in the role

• 3 months

Educational Requirements    

• Matric
• A diploma or degree in Business Administration, Project Management, or a related field (preferred).