Intermediate Project Administrator

Africonology; Gauteng; Hybrid; ZAR 200 000 - 300 000; Full time

Job summary

An IT consulting firm is looking for a Project Administrator to provide support across IT projects and business initiatives. The role involves coordinating meetings, managing documentation, capturing minutes, and updating project statuses using Microsoft 365 tools. The ideal candidate should have 4 to 7 years in project administration, excellent communication skills, and be comfortable in an Agile environment. This position offers a hybrid work model requiring at least three days on-site per week.

Qualifications

• 4-7 years in project administration/co-ordination across IT environments.
• Proven capability managing minutes, scheduling, and stakeholder follow-ups.
• Exposure to Agile ceremonies and governance is advantageous.

Responsibilities

• Provide end-to-end administrative support for IT projects.
• Capture high-quality minutes and maintain RAID logs.
• Coordinate cross-team dependencies and manage integrated calendars.
• Create and maintain document repositories for audits.

Skills

Excellent written minutes and concise communication skills

Strong Microsoft 365 skills (Excel, PowerPoint, Word)

Experience with project tools (Planner, Azure DevOps, Jira)

Organizational and detail-oriented abilities

Education

Diploma/Degree in Business Administration or Information Systems

Certifications in project administration or Agile fundamentals

Tools

Microsoft 365

Project management tools (Planner, Jira, Smartsheet)

Job description

Contract: 12-month contract (renewable), start ASAP
Location: Hybrid — minimum 3 days on-site per week
Practice area: IT projects and business product initiatives

Role Purpose

Provide end-to-end administrative, coordination, and reporting support across IT projects and internal business product initiatives. Ensure meetings, documentation, schedules, risks/issues logs, vendor and stakeholder follow-ups, and reporting cadences are up to date and visible to delivery leads.

Key Responsibilities

Project Administration & Governance

• Own meeting logistics: scheduling, agendas, invites, attendance, and venues/virtual links.
• Capture high-quality minutes and action registers; track decisions, owners, due dates, and follow-ups to closure.
• Maintain RAID (risks, assumptions, issues, dependencies) and change logs; elevate overdue items.
• Prepare weekly status packs, dashboards, and portfolio roll‑ups using templates provided by PMO.

Scheduling & Coordination

• Develop and manage integrated calendars (scrum ceremonies, CAB/release windows, training sessions).
• Coordinate cross‑team dependencies (product, engineering, operations, vendors, business owners).

Documentation & Controls

• Create/maintain document repositories (SharePoint/Teams) with version control and naming standards.
• Ensure SOPs, training materials, and sign‑offs are filed and accessible for audit/assurance.

Stakeholder Engagement

• Draft concise communications (summaries, reminders, decision notes).
• Support onboarding of new team members with access, tool setup, and pack handovers.

Tooling & Reporting

• Use Microsoft 365 (Excel, PowerPoint, Word, SharePoint/OneDrive, Teams) for registers, packs, and comms.
• Update tasks/boards in project management tooling (e.g., Planner, Azure DevOps, Jira, Smartsheet).

Experience

• 4–7 years in project administration/co‑ordination across IT and business change environments.
• Proven capability managing minutes/actions, RAID, scheduling, and stakeholder follow‑ups across multiple workstreams.
• Exposure to Agile ceremonies and release/change governance (CAB) advantageous.

Skills & Tools

• Excellent written minutes, note‑taking, and concise communication skills.
• Strong Microsoft 365: Outlook/Teams, Excel (tables, filters, basic formulas), PowerPoint (exec‑ready), Word (templates), SharePoint (permissions, metadata).
• Project tools: Planner/Trello/Asana; Azure DevOps/Jira/Smartsheet exposure beneficial.
• Organised, deadline‑driven, detail‑oriented; comfortable with multi‑project contexts.

Qualifications (advantageous)

• Diploma/Degree in Business Administration, Information Systems, or similar.
• Short courses or certifications in project administration or Agile fundamentals.

Key Deliverables

• Structured meeting packs, minutes, and action logs (weekly cadence).
• Consolidated RAID log with status and escalation notes (weekly).
• Integrated schedule/calendar with key milestones and dependencies (rolling 90‑day view).
• Document repository with standardised templates and version control.
• Monthly portfolio summary with metrics (actions closed, risks by severity, schedule adherence).

KPIs / Success Measures

• Action closure rate (>90% on‑time within SLA).
• Minutes quality (approved without rework; published within 24 hours).
• Schedule adherence (variance below agreed threshold).
• RAID hygiene (all items have owners, due dates, status).
• Stakeholder satisfaction (pulse >4/5).