Job Description

Job Purpose
The Project Administrator provides operational and administrative support to ensure the smooth delivery of projects. This role maintains project records, supports governance, coordinates reporting, manages logistics, and assists project leaders with the execution of day-to-day project activities for Project Athena.
Key Responsibilities
Project Records & Governance

• Maintain the Consolidated Projects Register and ensure it is always up to date.
• Ensure project documentation is complete and compliant with the Project Governance Framework at each stage of the lifecycle.
• Take ownership of Project Electronic Content Management requirements and maintain existing storage platforms.

Financial & Resource Administration

• Collate and process monthly invoices, updating project budgets in collaboration with the Project Accountant.
• Consolidate and track monthly resource costs with input from the Project Accountant.
• Monitor project plans, schedules, work hours, budgets, and expenditures to ensure alignment with approved baselines.

Meetings & Reporting

• Arrange and coordinate project-related meetings (team sessions, one-on-ones, progress meetings, and Steering Committee).
• Prepare agendas, presentation materials, and dashboards for meetings.
• Record, document, and distribute minutes, actions, and key decisions to stakeholders.
• Consolidate, review, and manage weekly progress reports.
• Support Project Leaders in preparing Steering Committee and other key reports.

Stakeholder & Staff Support

• Organize and participate in stakeholder meetings, ensuring follow-up on decisions and actions.
• Arrange staff inductions and onboarding for new project team members.
• Provide general project support (administrative, IT, and operational tasks) as required.
• Assist with logistics such as booking venues and coordinating catering for project events.

General Administrative Support

• Provide day-to-day administrative assistance to project teams.
• Undertake ad-hoc project tasks as required

Skills Required