Project Administrator

Overall Purpose of the job:

The successful incumbent will be responsible for the various administrative processes involved in the Project Management Office. The successful closure of all projects by ensuring administrative processes followed and once project closure reached all the required paperwork, financial processes for costs in the form of labour, material (stock and non-stock), subcontractor costs and consumables being booked and actioned for successful closure, invoicing and handover to service department for maintenance and support functions.

Minimum qualifications and experience:

1. Matric
2. A minimum of 3 years project administration experience
3. At least 3 years administration and financial experience within a project environment
4. Good understanding on project management methodologies, financial acumen and understanding of Revenue
5. Computer literacy in Microsoft Outlook, Excel, Word and PowerPoint

Main duties & Responsibilities:

1. Schedule regular weekly and monthly meetings and record decisions (e.g. assigned tasks and next steps)
2. Update Project schedule with new data from SAP for CS and PS
3. Order resources, like equipment, subcontractors and software – Purchase order process on request from Project Managers
4. Weekly Booking of technicians – on request from Project Managers
5. Booking of accommodation, leave, overtime, travel allowances and expense claims of all resources of the PMO
6. Prepare and provide documentation to internal teams and key stakeholders – as required
7. Track expenses and provide financial feedback to Project Managers and Head of PMO
8. Act as the point of contact for all participants of the PMO
9. Logging of IOD’s for all resources of the PMO
10. Handling of files from Sales – Receive file from sales
11. Checking of File received from Sales that all information is in the file before handing over file to Head of PMO.
12. PO process – 2 days process – PO in File
13. DN process and GRN process – POD and Tax Invoice print and in file.