Business & Project Coordinator

1Ffc95A7-4992-44Bb-B3D8-3Cea9D032012; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A consulting firm in Gauteng is seeking a Coordinator to ensure operating stability and project support. The role encompasses 70% internal administration and 30% project support, requiring 3+ years of relevant experience. Responsibilities include managing timesheets, supporting client meetings, and maintaining project documentation. A diploma and strong tool fluency in MS Teams and ClickUp are necessary. This is a full-time, in-person position.

Benefits

Mentorship & Development

Career Growth

Continuous Learning

Impactful Projects

Qualifications

• 3+ years in a coordination, document control, project administration or operations role.
• Comfortable preparing finance admin packs and uploading to Hubdoc or Xero.
• Ability to deliver minutes, action logs, trackers and pack assembly to a professional standard.

Responsibilities

• Own timesheets and invoice packs, ensuring time and billing discipline.
• Support client meetings by issuing agendas and taking concise minutes.
• Maintain project milestones tracker and decision register.

Skills

Execution discipline

Written clarity

Tool fluency

Document control

Stakeholder control

Numeracy and care

Confidentiality and compliance

Rudimentary finance literacy

Education

Diploma

Tools

Microsoft Teams

SharePoint

ClickUp

Adobe Acrobat

Microsoft Word

Microsoft PowerPoint

Excel

Job description

Role Purpose

Create operating stability and delivery predictability.

The Coordinator runs the internal engine and provides structured project support.

The role is split as follows: 70% internal administration and 30% project support.

Internal Administration (70%)

• Own timesheets and invoice packs, DSO chasers, ClickUp hygiene, SharePoint library control, meeting logistics for the firm, naming and version control, final archive, basic management information, onboarding and offboarding administration, vendor and tooling administration.
• Time and billing discipline: publish weekly timesheet chasers; reconcile hours to deliverables; prepare invoice packs with evidence; maintain the invoice calendar and receivables log; send structured follow‑ups at 7, 14, and 21 days; update the DSO dashboard.
• ClickUp administrator: maintain spaces, folders, lists, statuses, automations, and permissions; ensure tasks link to final files; close deliverable tasks only after archive is complete.
• SharePoint librarian: own folder hierarchy, naming standards, version control, permissions, and final archives for client and internal work; operate a clean audit trail.
• Cut‑off and exception control: run the internal cut‑off calendar, issue chasers, block late drafts from entering review windows, log exceptions and reasons, trigger retros when thresholds are breached.
• Meeting logistics for the firm: schedule internal cadences and key client sessions; prepare standard agendas; manage invites, rooms, and virtual links; circulate packs in advance.
• Onboarding and offboarding: set up accounts, shared folders, templates, and SOP packs; coordinate returns and access revocation.
• Vendor and tooling administration: maintain licences and renewals for Microsoft, Teams, ClickUp and related tools; liaise with the cybersecurity provider; record asset inventory.
• Compliance: enforce OneDrive, SharePoint and MS Teams usage; apply confidentiality labelling; uphold the firm's cybersecurity policy and data‑handling rules.
• Founder diary and travel (logistics only): coordinate calendars and travel bookings for the Founder, capped at no more than 10 hours per week, without touching content priorities.
• Internal communications and team events: draft internal notices, organise team sessions, manage invites and rooms.
• Office operations: maintain a monthly checklist for supplies, vendor coordination and office readiness.
• Finance admin and accounting liaison (read‑only): prepare the monthly finance admin pack for our external accountants – upload invoices and receipts to Hubdoc or Xero, collate monthly bank statements, answer classification queries and file supporting evidence. Draft the monthly payroll changes memo and circulate for approval. Maintain the invoice calendar and receivables log; operate the DSO dashboard.

No approvals, postings or payment releases.

Project Support (30%)

• Client meeting support: issue agendas, take concise minutes, publish action logs and RAID with owners and due dates, and circulate within 24 hours.
• Deliverable assembly and QA: apply the house template; paginate; build the table of contents; fix references and exhibit numbering; attach annexures; run the pre‑flight checklist; perform final packaging and distribution; maintain distribution lists.
• Portfolio hygiene: maintain the project milestones tracker, decision register, and change log; ensure ClickUp statuses reflect reality daily; run structured chasers to unblock tasks.
• Evidence and filing: maintain lender and grant evidence libraries; ensure live links and correct permissions; file receipts and formal correspondence immediately after issuance.
• Status report assembly and distribution: assemble and distribute status reports to house style; maintain and manage distribution lists.
• Logistics point of contact: act as the logistics PoC for client meetings (scheduling, agendas, minutes, distributions).

No scope, commercial or technical commitments.

Required Competencies

• Execution discipline: completer‑finisher with relentless follow‑through, able to hold the line on process and cut‑offs.
• Written clarity: upper C1‑level business English; precise minutes and chaser emails; consistent tone with clients and advisors.
• Tool fluency: advanced Word and PowerPoint; confident Excel for trackers; strong Microsoft Teams and SharePoint; ClickUp or equivalent project‑management platform; Adobe Acrobat for final packaging; dataroom experience advantageous.
• Document control: template application, pagination, cross‑references, exhibit and annexure management, file naming and versioning.
• Stakeholder control: professional scheduling, persistent chasers, clear escalations, calm under deadline pressure.
• Numeracy and care: comfortable reconciling hours, invoice lines and evidence; careful with currency, dates and units.
• Confidentiality and compliance: handles sensitive information correctly; follows SOPs; respects separation of duties.
• Rudimentary finance literacy: comfortable preparing finance admin packs, uploading to Hubdoc or Xero, reading basic management reports (DSO, cash summary), and reconciling evidence; able to learn quickly with guidance.

Read‑only access to banking and accounting systems.

Experience

3+ years in a coordination, document control, project administration or operations role in consulting, engineering, construction, project finance or financial services.

Proven delivery of minutes, action logs, trackers and pack assembly to a professional standard.

Exposure to lender‑grade or Board‑level reporting is advantageous.

Why Join Us?

• Mentorship & Development: work closely with senior team members who will support your career progression to Associate level and beyond.
• Career Growth: take on increased responsibilities and work on transformative projects, contributing to Africa's energy landscape.
• Continuous Learning: access ongoing learning opportunities and support for advanced industry certifications.
• Impactful Projects: be part of a team delivering innovative and impactful solutions for clients.

Application Process

Submission of Application: interested candidates who meet the requirements of this role must submit a cover letter along with their CV.

The cover letter should clearly express your interest in the position and provide specific examples of how your experience aligns with the requirements of the role.

Please reference relevant tasks and responsibilities from previous positions that demonstrate this alignment.

Format and Submission Details: both the CV and cover letter must be submitted in PDF format.

Use the following naming conventions: CV_CandidateName_date(ddmmyy)CoverLetter_CandidateName_date(ddmmyy). Applications should be emailed to.

Assessment and Interview Process: shortlisted candidates will be invited to complete a timed online assessment.

Candidates who successfully pass the assessment will be invited to attend a 90‑minute in‑person interview.

Job Types

Full‑time, Permanent

Education

Diploma (Required)

Language

English (Required)

Work Location

In person