Project Administrator

QCIC; Cape Town; On-site; ZAR 180,000 - 300,000; Full time

Job summary

QCIC in Cape Town is seeking an experienced Project Administrator to support the BUILD and RUN departments through the project lifecycle. You will create proposals, schedule works and resources, maintain reports, bids, and stakeholder engagement while ensuring brand guidelines are met.

You will proactively identify improvements, manage ad-hoc queries, and coordinate with project leads and clients to deliver on time in a fast-paced environment.

Qualifications

• Fast-paced, project-related experience.
• Strong English grammar, spelling, punctuation, composition, drafting and proofreading skills.
• Excellent Microsoft Office skills with intermediate to advanced Excel.
• Ability to handle confidential assignments with tact and diplomacy.
• Ability to work proactively in a deadline-driven environment.
• Strong problem-solving and initiative to avoid delays while maintaining governance.
• Effective communication with internal and external stakeholders.
• Excellent organizational skills and attention to detail; prioritisation.
• Ability to work independently or as a team member.

Responsibilities

• Provide administration support on all project processes including proposal creation, project set-up, project delivery and completion.
• Set up projects on internal systems ensuring all pre-project requirements are met.
• Assist with the preparation of accurate proposals for current and new clients.
• Ensure all relevant information is uploaded to internal project folders on both QCIC SharePoint and client SharePoint/Microsoft Teams sites.
• Liaise with project leads on both QCIC and client sides with involvement in project meetings, preparing meeting notes within brand guidelines and managing action items ensuring they are all met within the given time frame.
• Prepare reports, memos, letters, spreadsheets, and presentations when required ensuring the highest quality editing and formatting in accordance with QCIC branding guidelines.
• Assist with monitoring project cost, reviewing timesheets, budgets and expenses and presenting to PMs.
• Assist with monthly progress reporting for both clients and leadership.
• Effectively communicate new or existing project developments to the PM/Account Directors.
• Assist with travel arrangements for global projects.
• Work with marketing to ensure all projects are uploaded to the QCIC website.
• Ad‑hoc assignments, duties and responsibilities as requested by the PM/Account Directors.

Skills

English grammar

MS Office

Excel

Communication

Organizational skills

Teamwork

Problem solving

Discretion

Tools

SharePoint

Microsoft Teams

Job description

We are looking for an experienced Project Administrator who will work alongside our BUILD and RUN departments. The Project Administrator will support the team throughout the lifecycle of the project, creating proposals, scheduling works and resources, maintaining reports, bids, and stakeholder engagement within the departments.

The role would suit someone who has a calm and methodical approach and is comfortable working in a fast‑paced environment where no two days are the same and strict deadlines need to be met. You will need to be pro‑active in managing processes, identifying improvements, and dealing with ad‑hoc queries as they arise.

What you will do

• Provide administration support on all project processes including proposal creation, project set‑up, project delivery and completion.
• Set up projects on internal systems ensuring all pre‑project requirements are met.
• Assist with the preparation of accurate proposals for current and new clients.
• Ensure all relevant information is uploaded to internal project folders on both QCIC SharePoint and client SharePoint/Microsoft Teams sites.
• Liaise with project leads on both QCIC and client sides with involvement in project meetings, preparing meeting notes within brand guidelines and managing action items ensuring they are all met within the given time frame.
• Prepare reports, memos, letters, spreadsheets, and presentations when required ensuring the highest quality editing and formatting in accordance with QCIC branding guidelines.
• Assist with monitoring project cost, reviewing timesheets, budgets and expenses and presenting to PMs.
• Assist with monthly progress reporting for both clients and leadership.
• Effectively communicate new or existing project developments to the PM/Account Directors.
• Assist with travel arrangements for global projects.
• Work with marketing to ensure all projects are uploaded to the QCIC website.
• Ad‑hoc assignments, duties and responsibilities as requested by the PM/Account Directors.

What we are looking for

• Previous experience within a fast‑paced, project related role preferably within a global business.
• Strong English grammar, spelling, punctuation, composition, drafting and proofreading skills.
• Excellent Microsoft Office skills with intermediate to advanced use of Excel.
• Must possess the ability to handle confidential assignments with tact and diplomacy.
• Must possess the ability to work proactively in a deadline‑driven environment.
• Strong problem‑solving skills and initiative are required to avoid unnecessary delays, while ensuring project governance is maintained.
• Ability to communicate effectively and confidently with internal/external stakeholders.
• Excellent organisational skills and detailed‑oriented with the ability to prioritise and manage the differing needs of the business.
• Ability to work independently, or as a team member, while maintaining focus and productivity.