Project Administrator at Zutari

Role overview

• The Project Administrator provides comprehensive administrative and financial support to the Project Manager and broader project team. This role is critical in ensuring the smooth operation of project delivery, governance, and financial tracking across all phases of a large-scale rollout. The ideal candidate is detail-oriented, proactive, and collaborative, with a strong foundation in project administration and financial coordination.

Role responsibilities

Financial & Administrative Support

• Prepare quotation forms based on agreed rates and submit for approval.
• Initiate and manage project phase creation on Zutari’s ERP system.
• Process and monitor invoices and payments for the Client, Zutari and other parties such as Contractors, Subcontractors and Suppliers.
• Submit and follow up on subcontractor quotations with the client.
• Track adjudications and ensure accurate invoicing.
• Maintain and update project financial trackers and documentation.

Project Coordination & Governance

• Collate and prepare monthly project reports and presentations for stakeholders.
• Maintain project governance status and ensure compliance with internal standards.
• Schedule and coordinate project meetings, both internal and external.
• Maintain up-to-date project contact lists and stakeholder information.
• Archive and manage project documentation within the project information management system.
• Support travel planning and itinerary preparation for project team members.

Information & Document Management

• Update and manage company documents on client systems.
• Ensure proper version control and archiving of project documentation.
• Assist in creating and maintaining meeting minutes, project plans, and progress reports.

Stakeholder Engagement

• Collaborate closely with Project Manager, Financial Accountant, Information Manager, and Commercial Manager.
• Engage monthly with procurement departments of clients, contractors, and subcontractors.
• Act as a liaison between internal teams and external stakeholders to ensure smooth communication and issue resolution.
• Interacts with the larger Project Team, as well as various support and enabler functions residing within Zutari. 

Minimum requirements

• Diploma or Degree in Business Administration or related field.
• Certification in project management (e.g., PMI or equivalent) is advantageous.
• Minimum of 2 years’ experience in a similar role; 5+ years preferred for complex or integrated projects.
• Experience with financial systems and project documentation management.

Skills, and competencies

• Organisational Skills: Strong ability to manage multiple tasks and deadlines with precision.
• Communication: Clear and professional verbal and written communication with internal and external stakeholders.
• Time Management: Ability to prioritize effectively and adapt to changing project needs.
• Technology Proficiency: Skilled in ERP systems (e.g., Oracle, Vantagepoint), MS Office Suite, and project management tools.
• Team Collaboration: Works well within cross-functional teams and fosters a collaborative environment.
• Problem Solving: Proactively identifies issues and contributes to effective solutions.
• Adaptability: Comfortable with change and eager to learn new systems and processes.
• Confidentiality: Handles sensitive information with discretion and professionalism.
• Customer Service Orientation: Responsive to stakeholder needs and committed to delivering high-quality support.