Job Description

Tsebo Facilities Solution is looking for a Office Administrator who will be responsible to provide project administrative and coordinative services including general administrative support throughout the project life cycle. Responsible for planning and implementing assigned work orders (under the Project Managerxe2x80x99s supervision) by co-ordinating and liaising with all internal and external stakeholders as well as suppliers and contractors to ensure project scope is delivered per service level agreements.

As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people xe2x80x93 the heart of Tsebo xe2x80x93 is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clientsxe2x80x99 needs. to find out more about who we are in a nutshell.
Duties & Responsibilities

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 clientsxe2x80x99 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 POxe2x80x99s.
• 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.

Daily Administrative Support:

• 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 Managerxe2x80x99s to site and assist with site meetings and taking minutes/messages and general support during meetings.
• Communicate outcomes of meetings to relevant stakeholders.

Stakeholder Management:

• 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.

Customer Service and Advice:

• 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 clientxe2x80x99s 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.

Reporting:

• 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, COCxe2x80x99s, approval documentation and as-built drawings for ease of reference.
• Compile and prepare stats as and when required.

Skills and Competencies

• Solid organizational skills and multitasking skills.
• 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 Plans

Qualifications

• Grade 12 (non-negotiable) plusxe2x80xa6.
• Diploma in Project Management or equivalent.
• Related technical knowledge advantageous

Policy

Tsebo is committed to protecting your personal data as well as your rights relating to the information in line with the provisions of the applicable data protection laws.

As a company we are committed to Employment Equity when recruiting internally and externally. It is company policy to promote from within wherever possible. Therefore, please be aware that internal candidates will be considered first before reviewing external applicants.

Please note that Tsebo will not charge individuals seeking employment any fees, whether for registration, application, administration or placement.

xc2xa9 All rights reserved.
Tsebo Solutions Group Proprietary
Limited (reg no 2016/224394/07)

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