Project Administrator at SMEC

• The person will be responsible for financial reporting and preparation of tenders and the tracking of workflow progress v/s programme.

Suitable applicants will be able to:

• Build SMEC's brand regionally & Nationally as a leading consultant with a strong reputation for innovation, technical excellence, quality, and project delivery
• Assist the Regions to achieve sustainable growth of the group through targeted client relationship management and business development activity
• When required, provide project governance, at project manager level, of project management in the group to achieve reliable project performance in terms of sophistication, timeliness, and quality
• Support functional management to provide leadership to the employees in the group to ensure cohesion, optimal performance, resourcing, retention, and professional development

REPORTS TO

• Function/Project Manager or any other person appointed to supervise him/her from time to time.

KEY RESPONSIBILITIES

General administrative duties which include:

• Document control
• Quality compliance checks
• Minute-taking
• Updating office bids on the bid register
• Assistance with the Quality Management System
• Organising training courses for the staff and associated administration involved
• Preparation of tenders
• Relief reception duties
• Follow up on submitted bids
• Check supplier invoices
• Registration of bids
• Travel management- local and international
• Timesheets and sundries
• Diary management
• Coordinate meetings and boardroom bookings
• Filing project documents
• Tracking training spend vs budget
• Log training time/training requests
• Open new projects on BST
• Coordinate and Capture Resource Planner (Division resource tool)
• Support Project Manager with regards to daily requirements as needed – transmittals, filing, data capturing, extracting of information, noodles, etc.
• Data capture and validation of information in programme systems in support of Project Managers and tracking of key milestones and reporting on key variances and achievements
• Assistance at team meetings and other site and Project Manager level meetings as required – documentation, information registers, status reports, agendas, meeting minutes, etc.
• Document control
• Assist with the development and delivery of progress reports, documentation, and presentations
• Support and conduct secretarial duties to OOPM and OOPD
• Forecast rollover
• Setting up client questionnaires
• Mentorship administration and recordkeeping
• CV Upload

Financial:

• Preparation of invoices and payment certificates

KEY CHALLENGES

• Project management
• Quality compliance
• Financial reporting

KEY PERFORMANCE INDICATORS

• Quality, professionalism, and excellence
• Flexible
• Excellent organisational skills
• Good verbal and written communication skills
• Ability to work under pressure within a fast-paced environment
• Ability to work on multiple projects and with multiple managers
• Reporting to meet project and internal deadlines
• Tracking of workflow progress
• Assist with drafting of financial reporting of costs v/s budget
• Assist with drafting of reports
• Preparation of tenders
• Attention to detail

RECOMMENDED QUALIFICATIONS, SKILLS, AND EXPERIENCE 

• Matric
• Minimum 5 years’ experience
• High proficiency in MS Word
• High proficiency in PowerPoint
• High proficiency in skills in Excel
• An added bonus would be experience in the consulting engineering or construction industries
• Project management experience
• Financial background