Project Administrator at KPR (Pty) LTD

Job Description

Main Purpose of the Role:

• Administration of the SharePoint project web and workspace.
• Good report writing skills.
• Communication and teamwork.
• Ensure monthly reporting deadlines are met.
• Distribute minutes of meetings within forty-eight hours after the meeting.

Key Responsibilities and Accountabilities:

• Assist Project Director in the organisation and management of the daily activities of he project office and ensure efficient flow of information and
• Full secretarial and administrative support to Project
• Perform administrative tasks in accordance with Project Director’s directive
• Ensure project clerical activities are performed efficiently and in accordance with Wood policies and
• Assist in development  of the  project file  and directory
• Initiate request to IT to set up project Microsoft Outlook public e-mail
• Initiate request to IT to set up project Microsoft Outlook project calendar to track project meetings and
• Assist in initial set-up of  project  SharePoint  site  and  provide  individual  user  access  rights to project team
• Responsible for publishing certain project documentation on
• Assist with updating and maintaining
• Assist in the development of the project function and contact Main and issue the project function and contact list for the life of the project.
• Assist in the development of the project document distribution matrix. Maintain and issue the project document distribution matrix for the life of the project.
• Assist in the development of project organisational. Maintain and issue the project organisational charts for the life of the project.
• Assist the Project Director in the development of project identification and numbering
• Ensure distribution and filing of outgoing correspondence in accordance with PMP.
• Perform document and report production in accordance with PMP and Wood
• Ensure that activities such as project meetings, liaisons with clients, contractors, field office staff and others and project social functions are organised as per Project Directors
• Provide administrative assistance to in-house client
• Attend and record minutes at required project
• If required, ensure travel, accommodation, passports, permits and other project related arrangements
• If required, assist with mobilisation and demobilisation of field
• Ensure communication of administrative issues to the project team for the duration of the
• Maintain project records for archiving and ensure that any activities related to archiving are started in a timely manner and
• Ensure records that are not archived are disposed of
• Co-ordinate key monthly report reminders, follow up on submissions, pull together draft reports for management review and issue monthly
• Assist in production and issue of project specific
• Work on  either  a  single  major  project  or  a  number  of  smaller  projects  in  support  of  the   project manager and project
• Preparation, formatting and distribution of minutes, spreadsheets, presentations, organisation charts, correspondence and reports (including final study report and closeout reports).
• Assist with the preparation and formatting of project proposals, tenders and clarifications to
• Assist with and co-ordinate information gathering exercises for projects, adjudications, arbitrations and court

Qualifications:

·       Secretarial / office management diploma / qualification

Desirable:

·       Tertiary qualification

Knowledge, skills and experience:

·       10+ years relevant project experience considered essential to meet the demands of this position.