Senior Project Administrator

University of Fort Hare; Johannesburg; On-site; ZAR 420,000 - 600,000; Full time

Job summary

Our client, based in the West of Johannesburg, is seeking a Senior Project Administrator for a contract opportunity within their Technology PMO. This role provides senior-level project administration, governance, reporting, financial, and coordination support across multiple projects, ensuring effective delivery, compliance, and audit-ready documentation.

Working closely with Project Managers and key stakeholders, the successful candidate will manage project reporting, governance processes,

Qualifications

• Diploma or degree in Project Management, Business Administration, Information Systems, Commerce or a related field.
• Working knowledge of project management principles, governance, project controls and technical documentation.
• Five years of project administration, project coordination or PMO experience.
• Strong proficiency in Microsoft 365 applications.
• Experience supporting large technology or business change projects.
• Experience managing project governance documentation and reporting requirements.
• Experience with contractors, vendors, resource and financial administration.
• Demonstrated experience in meeting administration, minute taking, action tracking and stakeholder follow-up.
• Mining industry experience (Advantageous)
• PRINCE2 Foundation, CAPM or equivalent project management certification (Advantageous)
• Working knowledge of PMBOK and Agile fundamentals. (Advantageous)

Responsibilities

• Provide end-to-end project administration support across multiple projects.
• Schedule project meetings, workshops, Steering Committee meetings and governance forums.
• Prepare agendas, presentations, attendance registers and meeting packs.
• Capture and distribute accurate meeting minutes, decisions and action logs within agreed timeframes.
• Maintain project calendars, milestone schedules and key delivery dates.
• Track project deliverables, approvals and outstanding actions, and escalate delays where required.
• Assist Project Managers with project planning, execution and close-out activities.
• Coordinate project travel, venues, technology requirements and related logistics where applicable.
• Maintain project documentation repositories and governance submission registers.
• Coordinate gate reviews, governance submissions, approvals and sign-off workflows.
• Monitor compliance with PMO standards and reporting requirements and escalate non-compliance appropriately.
• Support governance reviews, audit readiness, assurance activities and quality assessments.
• Maintain RAID logs covering risks, assumptions, issues and dependencies.
• Support project closure and ensure that required closure documentation is completed and archived.
• Maintain controlled project documentation and accurate project records.
• Ensure version control, naming conventions, document traceability and secure information handling.
• Archive project records according to governance, retention and close-out requirements.

Skills

Microsoft 365

Governance knowledge

PMO experience

Meeting administration

Stakeholder communication

Education

Diploma or degree in Project Management/Business Administration/Information Systems/Commerce

Tools

Microsoft 365

Job description

Our client, based in the West of Johannesburg, is seeking a Senior Project Administrator for a contract opportunity within their Technology PMO. This role provides senior-level project administration, governance, reporting, financial, and coordination support across multiple projects, ensuring effective delivery, compliance, and audit-ready documentation. Working closely with Project Managers and key stakeholders, the successful candidate will manage project reporting, governance processes, action tracking, and administrative controls while contributing to PMO best practices and continuous improvement initiatives.

Experience & Qualifications

• Diploma or degree in Project Management, Business Administration, Information Systems, Commerce or a related field.
• Working knowledge of project management principles, governance, project controls and technical documentation.
• Strong proficiency in Microsoft 365 applications.
• Five years of project administration, project coordination or PMO experience.
• Experience supporting large technology or business change projects.
• Experience managing project governance documentation and reporting requirements.
• Experience with contractors, vendors, resource and financial administration.
• Demonstrated experience in meeting administration, minute taking, action tracking and stakeholder follow-up.
• Mining industry experience (Advantageous)
• PRINCE2 Foundation, CAPM or equivalent project management certification (Advantageous)
• Working knowledge of PMBOK and Agile fundamentals. (Advantageous)

Duties and Responsibilities

Project Administration and Coordination

• Provide end-to-end project administration support across multiple projects.
• Schedule project meetings, workshops, Steering Committee meetings and governance forums.
• Prepare agendas, presentations, attendance registers and meeting packs.
• Capture and distribute accurate meeting minutes, decisions and action logs within agreed timeframes.
• Maintain project calendars, milestone schedules and key delivery dates.
• Track project deliverables, approvals and outstanding actions, and **escalate** delays where required.
• Assist Project Managers with project planning, execution and close-out activities.
• Coordinate project travel, venues, technology requirements and related logistics where applicable.

Governance and Compliance

• Ensure adherence to governance standards, methodologies, templates and document management requirements.
• Maintain project documentation repositories, filing structures and governance submission registers.
• Coordinate project gate reviews, governance submissions, approvals and sign‑off workflows.
• Monitor compliance with PMO standards and reporting requirements and **escalate** non-compliance appropriately.
• Support governance reviews, audit readiness, assurance activities and quality assessments.
• Maintain RAID logs covering risks, assumptions, issues and dependencies.
• Support project closure and ensure that required closure documentation is completed and archived.

Reporting and Project Controls

• Compile and distribute weekly and monthly project status reports.
• Maintain project dashboards, portfolio reporting packs and management information.
• Track project progress against approved plans, milestones and deliverables.
• Support KPI reporting and performance monitoring.
• Consolidate project metrics, trends and reporting data from relevant sources.
• Produce clear management presentations, executive summaries and ad hoc reports.
• Maintain decision registers, action registers and project control records.

Resource Management and Contractor Administration

• Coordinate onboarding and offboarding activities for project resources.
• Liaise with vendors, recruitment partners, contractors and internal support teams.
• Track contractor contracts, start dates, end dates, extensions and resource movements.
• Monitor resource allocation and support capacity and demand reporting across projects.
• Maintain accurate resource planning, vacancy and contractor records.
• Coordinate system access requests, medical onboarding, site inductions, VPN access, Microsoft Teams licensing and equipment allocation.
• Support timesheet administration and follow up on outstanding submissions where required.

Financial Administration

• Assist with project budget tracking, forecasting and expenditure reporting.
• Monitor purchase orders, invoices, payments and budget allocations.
• Track contractor, vendor and project costs against approved budgets and contract values.
• Collate invoices and supporting documentation for approval and payment processes.
• Reconcile project expenditure and identify or **escalate** discrepancies.
• Support accruals, monthly financial reviews and budgeting exercises.
• Maintain rate card information, contract values and relevant financial records.

Stakeholder Engagement

• Build and maintain effective working relationships with business stakeholders, project teams, vendors, contractors, PMO representatives and technology teams.
• Coordinate stakeholder communications and support project communication activities.
• Act as a central point of contact for project administration queries.
• Manage expectations through clear, timely and professional communication.
• Ensure timely escalation of project administration risks, issues, delays and dependencies.

Document and Information Management

• Maintain controlled project documentation and accurate project records.
• Ensure version control, naming conventions, document traceability and secure information handling.
• Manage project filing structures and approved repositories.
• Coordinate document reviews, approvals and sign‑off processes.
• Archive project records according to governance, retention and close‑out requirements.
• Maintain confidentiality when handling employee, contractor, commercial and project information.