Personal Assistant (Construction Industry)

Southey Contracting Offshore Division; Cape Town; On-site; ZAR 300,000 - 400,000; Full time

Job summary

A leading construction company in Cape Town is seeking a Project Administrator to oversee project documentation and manage internal and external stakeholder relations. The ideal candidate should have strong organizational skills, at least 2 years of experience in the construction industry, and exceptional problem-solving skills. Responsibilities include maintaining project databases, coordinating meetings, and handling office administration tasks, ensuring accuracy and compliance with all protocols.

Qualifications

• Minimum 2 years experience in the construction industry is beneficial.
• Experience in contracts administration and financial administration is beneficial.
• Experience in Project/Programme Management is a bonus.

Responsibilities

• Manage and document all projects accurately and timely.
• Coordinate recruitment and onboarding for new employees.
• Handle office management duties and organize meetings.

Skills

Strong Processing skills

Problem Solving

Communication skills

Attention to detail

Ethical behavior

Job description

Job Summary:

Responsible for the managing of the server and the documentation relative to all projects.

Task Description

• Maintaining database and filing system.
• Meeting deadlines
• Keeping the server up to date at all times
• Ensuring that all documentation is filed correctly
• Driving the Auditor General queries and obtaining the relevant information to successfully complete the AG audits
• Complying with all processes and protocols
• Independently obtaining all information required from PSPs, Contractors, etc.
• Handling calendar events, setting up meetings, etc.
• Organizing reports and documents
• Answering phone calls and screening visitors
• Handling office management duties
• Making travel arrangements
• Coordinating and managing the recruitment and onboarding for new employees
• Organizing office events
• Organizing department vehicles and bookings
• Managing and updating the leave tracker and obtaining relevant sick leave notes
• Drafting business letters
• Assisting in Tender Documentation
• All other ad-hoc duties required

Deliverables

Needs to be accurate, precise, and correct.

Any additional administration tasks that may be required from time to time.

The successful candidate will work under the supervision of the Executive.

Key Decisions This Position Makes

• Escalate problems on projects timeously.
• Ensuring the integrity of data collected, collated, and submitted.
• Operational Decisions related to work responsibilities.

Responsibilities Delegated to This Position

• Manage, develop, and sustain effective working relations with internal and external stakeholders.

Key Areas of Competence Required

• Knowledge of CIDB, PROCSA, Fee Scales, consultant’s appointments (beneficial).
• Problem Solving by analysing and processing information, asking probing questions.
• Communicating Information by being articulate.
• Showing resilience and remaining composed when dealing with pressure.
• Strong Processing skills by being target focused and meeting deadlines.
• Being meticulous, conscientious, and thorough.
• Following Procedures, Protocols, and Instructions.
• Behaving ethically and justly.
• Focused on output.
• Pursuing Goals by striving to achieve outstanding results, being ambitious, persists through difficulties to achieve results.

Experience Required

• Experience in the construction industry would be beneficial.
• Experience in contracts (JBCC and NEC) administration and financial administration would be beneficial.
• Experience in Project/Programme Management is a bonus.

Minimum experience: 2 years