Senior Projects Administrator

Our client is a leading manufacturing and technical services organization, recognized for driving operational excellence and delivering high-quality solutions across various sectors. They focus on innovative project management practices, process optimization, and fostering strong stakeholder relationships to support sustainable growth.

Job Purpose

To deliver high-quality project administrative and monitoring services. This role ensures the efficient execution of project administration, adherence to procedures, and timely work schedules from planning through to the final implementation phase.

Key Performance Areas

1. Project Administration (35%)
2. Communication (15%)
3. Compliance (15%)
4. Customer Service (20%)
5. Staff Supervision (10%)
6. Cost and Financial Control (10%)

Project Administration (35%)

Responsibilities:

• Develop and consolidate project procedures and work schedules to ensure successful project delivery.
• Create standard templates, tools, and techniques to streamline project execution.
• Manage project documentation, set goals and timelines, allocate resources, schedule meetings, and evaluate progress.
• Utilize MS Project for project planning and monitoring, including the creation and management of Gantt charts.

Key Indicators:

• Effective project administration and document control.
• Availability of up-to-date information.
• Timely progress reports and compliance with project standards.

Communication (15%)

Responsibilities:

• Implement efficient internal communication systems to ensure continuous information flow.
• Coordinate project activities with vendors and suppliers.
• Communicate project objectives clearly to all stakeholders.
• Contribute to weekly project meetings with actionable feedback.

Key Indicators:

• Continuous information sharing and positive stakeholder feedback.
• Documented meeting minutes with follow-up actions.

Compliance (15%)

Responsibilities:

• Operate within established controls to ensure operational integrity.
• Identify and report risks within the department.
• Ensure compliance with all relevant regulations to prevent wasteful expenditure.

Key Indicators:

• Adherence to regulations and risk mitigation strategies.
• Effective documentation and cost monitoring.

Customer Service (20%)

Responsibilities:

• Foster strong working relationships with internal and external customers.
• Represent the organization in stakeholder meetings.
• Proactively identify and resolve issues while upholding core values.

Key Indicators:

• High customer satisfaction ratings.
• Timely issue resolution and adherence to service standards.

Staff Supervision (10%)

Responsibilities:

• Ensure performance agreements are in place for all employees.
• Conduct regular performance reviews and support staff development initiatives.
• Address employee relations fairly and promptly.

Key Indicators:

• Completed performance appraisals and development plans.
• Active employee feedback and engagement.

Cost and Financial Control (10%)

Responsibilities:

• Contribute to budgeting and promote efficient resource use.
• Monitor expenditures against budget limits, report deviations, and explore cost-saving opportunities.

Key Indicators:

• Budget adherence and cost optimization.
• Continuous improvement in financial performance.

Job Specifications

Qualifications:

• Minimum: Diploma in Project Administration or related fields (NQF 6)
• Advantageous: Bachelor's Degree in Project Management or related fields (NQF 7)

Experience:

• Minimum: Up to 5 years in Project Administration, with at least 1-2 years at a supervisory level.
• Advantageous: Experience with MS Project and Gantt chart development for project tracking.

Technical Competencies:

• Proficiency in MS Office Suite and MS Project.
• Expertise in project management methodologies, planning, and administrative principles.
• Strong skills in Gantt chart creation and management.

Behavioral Competencies:

• Proactive and action-oriented.
• Strong problem-solving and analytical skills.
• Flexibility and resilience.
• Leadership and supervisory abilities.
• Excellent communication (verbal and written).
• Strong relationship-building and a customer-focused mindset.