Project Co-ordination & Administration
- Support the Project Manager to manage timely completion of the project and to coordinate all activities iro:
- Planning
- Estimating
- Budgeting
- Financing
- Managing
- Controlling Costs
- Visual quality assurance inspections when required.
- Log work orders.
- Create TFS/BBM purchase orders.
- Liaise with clients to identify and define project requirements, scope and objectives.
- Assist in compiling and preparation of business cases and works authorisation.
- Co-ordinate the approval process of project documentation.
- Make certain that clients needs are met as the project evolves.
- Conduct risk management planning, identification, analysis, response planning and controlling risk on projects in a pro-active manner.
- Assist with the preparation of project proposals, timeframes, schedules and budget.
- Monitor and track project progress and address any queries timeously.
- Act as the point of contact and communicate project status adequately to all participants.
- Ensure rectification measures are implemented to ensure adherence to completion dates by meeting with the relevant stakeholders and fast tracking POs.
- Report and escalate to management as needed.
- Collate and prepare appropriate project documentation, plans and reports for review and sign off.
- Regular communication with customers, internal teams and all relevant stakeholders.
- Monitor and track project budgets ensuring adherence.
- Follow up or escalate issues to project managers for resolution.
- Site visits to corporate and retail sites as and when necessary.
- Improve methods of carrying out work through on-the-job experience.
- Ensure that workflow continues without interruption.
- Filing of all project documentation.
- Ensure efficient and effective performance and turn-around times.
- Schedule and hold regular feedback meetings with all relevant staff and stakeholders when required.
- Collate, distribute and control sensitive information and reports to authorised persons only.
- Analyse, correct, consolidate and prepare all project related documents for reporting purposes.
- Record and store information and correspondence in accordance with systems provided.
- Accompany Project Managers to site and assist with site meetings and taking minutes/messages and general support during meetings.
- Communicate outcomes of meetings to relevant stakeholders.
- Understand the processes required to identify all people and/or organisations impacted by the project.
- Analyse stakeholder expectations and impact on projects.
- Develop appropriate strategies for effectively engaging stakeholders in project execution.
- Promote and coordinate open and effective communication
- Keep up to date with business developments and strategic objectives within the environment.
- Keep abreast with and provide advice on general changes and compliance within the project frameworks when required.
- Liaise with internal departments to ensure clients needs are fulfilled effectively and efficiently.
- Work with existing processes and procedures in such a way that operational efficiencies and performance are enhanced.
- Attend to and resolve all customer queries timeously or escalate when necessary.
- Follow up and follow through on all queries timeously.
- Update supplier information and maintain relationships.
- Manage conflict.
- Prepare all project weekly/monthly reporting within set timeframes for submission to relevant parties.
- Prepare project presentations for Operations/relevant stakeholders when required.
- Update and maintain all project records, keeping all guarantees, COCs, approval documentation and as-built drawings for ease of reference.
- Compile and prepare stats as and when required.
- Strong working knowledge of Microsoft Office and of project management tools.
- Excellent communication skills.
- Planning and organising skills.
- Excellent interpersonal skills.
- Initiative, problem solving and follow-up skills.
- Good time management skills.
- Negotiation skills.
- Supervisory skills.
- Conflict Management skills.
- Presentation skills.
- Interpersonal skills
- Communication Skills (Verbal & Written)
- Strong analytical and numerical skills
- Problem solving skills
- Reading and understanding Microsoft Project Plans
- Grade 12 (non-negotiable) plus.
- Diploma in Project Management or equivalent.
- Related technical knowledge advantageous.
- Minimum 3 years experience in project administration/project co-ordination in a related field.
- Project finance administration.
- Working with multiple stakeholders.
- MS Word, Excel, MS Outlook, MS Project, InforEAM, Axapta.
- 3rd Party Management of financial transactions
- Reporting and tracking.
- Relationship Management
- Acute awareness of project interdependencies
- Courteous and tactful with customers/ suppliers
- Telephone etiquette
- Attention to detail
- Project Management processes, methodologies and frameworks.
- Project scheduling
