Project Permit Administrator at HandPicked Recruitment

Job Overview:

• Our client is looking for a highly organised and detail-oriented Project Permit Administrator to manage and coordinate construction work permit applications and related project administration from initiation through to submission and approval.
• This is primarily a project administration and coordination role. The successful candidate will be responsible for keeping project information accurate and up to date, coordinating documentation, following up with stakeholders, monitoring deadlines and ensuring that applications and project records are completed correctly and on time.
• The ideal candidate will be proactive, structured and comfortable managing multiple projects and stakeholders simultaneously. Strong administration, attention to detail and follow-through are important skills.

Minimum Requirements

• Matric / Senior Certificate
• 3+ years' relevant administrative experience
• Experience in project administration, construction administration, permit administration, consulting or a similar environment will be advantageous
• An administration, project administration, office management or related qualification will be beneficial
• Good overall Microsoft Office skills, particularly Microsoft Word and Outlook
• General Excel experience required
• Experience with SharePoint, Smartsheet, project management systems or similar software will be advantageous
• Experience maintaining electronic filing systems, project records, reports, quotations and supporting documentation
• Strong written and verbal communication skills
• Reliable internet connection for remote working
• Must be comfortable attending Monday staff meetings in Stellenbosch

Duties will include but is not limited to:

• Coordinate Construction Work Permit (CWP) applications from initiation through to submission and approval
• Obtain, check and capture all required documentation and information
• Maintain accurate and up-to-date permit information across the Permit Sheet, Smartsheet and other relevant systems
• Track permit progress and provide regular status updates
• Monitor Code Red and Code Yellow permits and escalate delays or unresolved matters
• Follow up with clients, contractors, consultants, professional teams and other stakeholders regarding outstanding documentation and information
• Maintain organised Outlook, SharePoint and electronic project folders
• Ensure emails are filed correctly once actioned and that current documentation is readily accessible
• Maintain accurate project and quotation records, including potential, approved, unsuccessful and completed projects
• Maintain supporting commercial and financial project documentation, including quotations, fee drawdowns, appointment documentation, pricing approvals, purchase orders and invoicing schedules
• Capture and maintain project-specific information on company systems
• Ensure project records and documentation remain complete, accurate and current
• Communicate progress, outstanding information and potential constraints proactively to the relevant stakeholders
• Assist with general project administration and ad-hoc tasks as required by management
• Complete all assigned tasks accurately and within agreed deadlines