Project Administrator (on-site) at GIBB Engineering and Architecture

Key Performance Areas

Administrative Support

• Handling incoming and outgoing mail;
• Office upkeep;
• Serving as the first point of contact for visitors;
• Managing office supplies;
• Maintaining filing systems (both physical and digital);
• Coordinating staff leave records, personnel files, and other important information; and
• Capturing of submitted timesheets, leave application forms and verification against planned effort.
• Performing data entry.

Documentation Management and Control

• 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, PowerPoint, 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. 

Meetings and Appointments

• Scheduling meetings and other appointments;
• Preparing agendas;
• Preparing minutes of meetings.

Resource Schedule

• Updating resource schedules.
• Preparation and updating of plans (JV plans)
• Checking planned vs actual utilisation of resources. 

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 Administration

• 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.

Requirements

Job Requirements

Qualification:

• Grade 12 with a Diploma in Office Administration advantageous.

Experience:

• Minimum of 5 years' experience administration/secretarial/PA experience.
• Minimum of 5 years' experience working on construction projects sites.
• MS Office suite Word, Excel, Outlook, PowerPoint.