Project Permit Administrator

HandPicked Recruitment; Wes-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

HandPicked Recruitment is seeking a competent administrator to coordinate Construction Work Permit applications from initiation to submission and approval. You will gather and verify documents, maintain accurate permit data and track progress across multiple systems.

Role requires strong communication, MS Office proficiency, and the ability to work remotely with reliable internet; occasional attendance at Monday meetings in Stellenbosch is required.

Qualifications

• Matric / Senior Certificate.
• 3+ years of administrative experience.
• Experience in project or permit administration is advantageous.
• Beneficial qualification in administration or related field.
• Strong MS Office skills, especially Word and Outlook.
• Excel experience required.
• Experience with SharePoint/Smartsheet or PM systems is advantageous.
• Maintain electronic filing and project records accurately.
• Excellent written and verbal communication.
• Reliable internet for remote work and ability to attend meetings in Stellenbosch.

Responsibilities

• Coordinate Construction Work Permit (CWP) applications from initiation to approval.
• Collect and verify required documentation; input information.
• Maintain permit data across Permit Sheet, Smartsheet and related systems.
• Track permit progress and provide status updates.
• Monitor Code Red/Code Yellow permits and escalate delays.
• Follow up with clients, contractors, consultants and stakeholders for missing information.
• Maintain Outlook, SharePoint and electronic project folders.
• File emails and ensure current documentation is accessible.
• Maintain project and quotation records including various project stages.
• Maintain commercial documentation: quotes, drawdowns, PO invoicing schedules.
• Capture project information in company systems and keep records current.
• Communicate progress and constraints proactively to stakeholders.
• Assist with general project administration and ad-hoc tasks as required.
• Complete tasks accurately within deadlines.

Skills

Strong written and verbal comms

Reliable internet connection

Attention to detail

Education

Administration/Project Administration qualification

Tools

SharePoint

Smartsheet

Project management systems

Microsoft Word

Microsoft Outlook

Microsoft Excel

Job description

Minimum Requirements

• Matric / Senior Certificate
• 3+ years' relevant administrative experience
• Experience in project administration, construction administration, permit administration, consulting or a similar environment will be advantageous
• An administration, project administration, office management or related qualification will be beneficial
• Good overall Microsoft Office skills, particularly Microsoft Word and Outlook
• General Excel experience required
• Experience with SharePoint, Smartsheet, project management systems or similar software will be advantageous
• Experience maintaining electronic filing systems, project records, reports, quotations and supporting documentation
• Strong written and verbal communication skills
• Reliable internet connection for remote working
• Must be comfortable attending Monday staff meetings in Stellenbosch

Duties will include but is not limited to:

• Coordinate Construction Work Permit (CWP) applications from initiation through to submission and approval
• Obtain, check and capture all required documentation and information
• Maintain accurate and up-to-date permit information across the Permit Sheet, Smartsheet and other relevant systems
• Track permit progress and provide regular status updates
• Monitor Code Red and Code Yellow permits and escalation delays or unresolved matters
• Follow up with clients, contractors, consultants, professional teams and other stakeholders regarding outstanding documentation and information
• Maintain organised Outlook, SharePoint and electronic project folders
• Ensure emails are filed correctly once actioned and that current documentation is readily accessible
• Maintain accurate project and quotation records, including potential, approved, unsuccessful and completed projects
• Maintain supporting commercial and financial project documentation, including quotations, fee drawdowns, appointment documentation, pricing approvals, purchase orders and invoicing schedules
• Capture and maintain project-specific information on company systems
• Ensure project records and documentation remain complete, accurate and current
• Communicate progress, outstanding information and potential constraints proactively to the relevant stakeholders
• Assist with general project administration and ad-hoc tasks as required by management
• Complete all assigned tasks accurately and within agreed deadlines

Please note that only shortlisted candidates will be contacted