Executive Operations & PMO Coordinator

PPC Recruitment; Centurion; On-site; Full time

Job description

Purpose of the Role: To provide full operational coordination, executive administration, project management office control, tender packaging support, logistics coordination, and office systems discipline across the organisation. The successful candidate will serve as the administrative nerve centre by removing non‑strategic paperwork, tracking, logistics, and document management burdens from the CEO and Commercial & Bids Lead, ensuring efficient day‑to‑day operations and streamlined project support.

Experience and Qualifications

• Degree in Business Administration, Project Management, Office Management, Operations Management or related discipline.
• Formal PMO/project administration exposure highly advantageous.
• Minimum 3–5 years proven experience in executive administration, project coordination, tender administration or engineering office support.
• Strong exposure to document‑heavy tendering or project contracting environments preferred.
• Advanced Microsoft Office, document formatting and records management capability essential.

Core Competencies

• Exceptional organisational discipline.
• High‑level document control and formatting accuracy.
• Action tracking and follow‑through.
• Time management and deadline awareness.
• Professional written communication.
• Logistics coordination ability.
• Confidentiality and executive support maturity.
• Multi‑tasking under pressure.
• Administrative systems thinking.
• Microsoft Projects or Primavera.
• Dashboards.

KPIs

• Manage daily office administration, records management, filing systems and executive action registers.
• Coordinate all travel, accommodation, vehicle scheduling, site logistics and project support arrangements.
• Prepare and format organograms, appointment letters, management reports, meeting packs, submission files and executive correspondence support documents.
• Maintain weekly management war‑room trackers and circulate action closure reports.
• Support timesheet consolidation, invoice backup packs, labour attendance records and project administration files.
• Coordinate submission packaging, eTender uploads, printing, indexing, document naming and final QA support.
• Maintain project correspondence registers, supplier follow‑up logs and client communication trackers.
• Prepare meeting minutes and issue internal action memos within prescribed timelines.
• Serve as the central PMO control point for documentation retrieval and management visibility.