Project Administrator - JHB at Broll

KEY RESPONSIBILITIES

Administrative Support

• Maintain comprehensive project documentation including contracts, correspondence, meeting minutes, and status reports
• Coordinate project meetings while preparing agendas, distributing materials, and tracking action items
• Manage project filing systems and ensure document version control across all project phases
• Support purchase order processing, invoice verification, and payment coordination
• Maintain contract documentation and track key contractual requirements and deliverables

Communication and Coordination

• Serve as primary point of contact for project inquiries and correspondence
• Facilitate communication between project team members, clients, contractors, and vendors
• Distribute project updates, reports, and critical information to relevant stakeholders in timely manner
• Coordinate with various departments and external partners to ensure seamless information flow

Scheduling and Timeline Management

• Coordinate project schedules, meetings, and milestone tracking with comprehensive oversight
• Assist with resource scheduling and availability coordination across project teams
• Monitor project deadlines and provide regular status updates to project managers and team members
• Ensure proper timeline management and proactive identification of potential scheduling conflicts

Financial and Contract Administration

• Support budget tracking and expense reporting processes with accuracy and attention to detail
• Assist with financial documentation and maintain organized records of project expenses
• Track contractual obligations and ensure compliance with established requirements
• Coordinate payment processes and maintain financial documentation systems

Data Management and Reporting

• Maintain project databases and tracking systems for optimal data integrity
• Generate regular project reports, dashboards, and performance metrics
• Ensure data accuracy and completeness across all project management systems
• Support decision-making processes through comprehensive data analysis and reporting

REQUIRED QUALIFICATIONS

• Three to five years of administrative experience, preferably in project-based environments
• Strong proficiency in Microsoft Office Suite, project management software, and database management systems
• Excellent organizational and time management abilities with strong attention to detail
• Outstanding written and verbal communication skills for effective stakeholder engagement
• Ability to multitask effectively and work under pressure in fast-paced environments
• Strong problem-solving skills and proactive approach to issue resolution

PREFERRED QUALIFICATIONS

• Bachelor's degree in business administration, project management, or related field
• Experience with project management software and methodology understanding
• Background in construction, real estate, or facilities management projects
• Knowledge of contract administration and financial tracking processes
• Understanding of document control systems and version management