Intermediate Project Administrator

HR Genie; Johannesburg; Hybrid; ZAR 300 000 - 450 000; Full time

Job summary

A recruitment agency is searching for an Intermediate Project Administrator to provide essential support in IT projects. The role requires coordinating meetings, maintaining logs, and ensuring documentation is up to date. Candidates should have 4–7 years in project administration, excellent communication skills, and proficiency in Microsoft 365. With a hybrid working model, this position offers a 12-month renewable contract, starting urgently. Strong attention to detail and organizational skills are essential to thrive in this role.

Qualifications

• 4–7 years in project administration across IT and business change environments.
• Proven capability managing minutes/actions, RAID, scheduling.
• Exposure to Agile ceremonies and release/change governance advantageous.

Responsibilities

• Own meeting logistics including scheduling and agendas.
• Capture minutes and track decisions to closure.
• Maintain RAID logs and prepare status packs.

Skills

Excellent written communication skills

Strong Microsoft 365 knowledge

Project tools exposure

Organised and detail-oriented

Education

Diploma/Degree in Business Administration or Information Systems

Tools

Microsoft Excel

Jira

SharePoint

Job description

SUMMARY

Intermediate, Project, Administrator, Hybrid, 12, month, contract, Renewable, JHB

POSITION INFO

• 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; escalated 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).