Job Description

Position: Projects Co-Ordinator

Location: Amanzimtoti

Reporting Line: Project Manager

Role Summary:

Providing effective and efficient administrative systems and processes to support the Project Manager, Exports Commercial Manager and Project Team delivering national and international projects for the organisation.

Minimum Qualifications:

• Higher Certificate / Diploma or Bachelors Degree in Administration / Project Management or Accounting
• Certificate in Microsoft Projects
• 3-5 years of Administration experience in a Project Management, Construction, Technical or Engineering environment.

Computer Skills:

• MS Projects
• MS Word
• MS Excel
• MS PowerPoint
• MS Sharepoint
• MS Teams
• Wrike (Training Provided)

Skills Required

• Excellent Interpersonal and Communication Skills
• Highly organised and balance multi tasker.
• Proven ability to solve problems creatively.
• Excellent time management skills
• Strong financial and analytical skills.
• Strong process skills
• Proven ability to complete tasks according to outlined scope, budget, and timeline.
• Professional presentation to represent nationally and internationally.

Roles and Responsibilities:

• Manage all allocations and co-ordination of tasks using Wrike Software & SharePoint which are assigned to Project Team Members, Departments, Suppliers and Sub-Contractors. Updating and monitoring of these task daily to ensure Project timelines are met and are up to date.
• Ensure that all Contract Documents are signed off by Project Manager and Operational Members and returned to Client within agreed timescales.
• Ensure there are back-to-back contracts (if applicable) or once off contracts for Sub-Contractors in place prior to projects starting.
• Submit all Company and Sub-Contractor certificates for Insurances and Guarantees for each Project to Client and monitor that these are valid for the duration of project.
• Ensuring if additional amounts are required this is communicated timeously to respective parties.
• Prepare Agendas, Minutes, Schedule and participate in all Project Kick Off and weekly Project Meetings, which may require co-ordination of international time zones. Provide minute taking, following up of action and communicating minutes to relevant stakeholders of Projects.
• Prepare, track and update all budget cashflows for Projects based on scope of work and resource, requirements, invoices etc. This includes raising and submitting of Purchase Orders and Progress Claims.
• Prepare all documentation relating to Commercial Invoicing and Cross Border Documentation for each project this includes Bill of Lading, Orders, Shipping Documents, Transport papers and certificates of origin.
• Prepare all Project Portfolios for Project Manager at the end of each Project so this can be circulated Shareholders & Management Team.
• Assist when required, to develop and manage a detailed project schedule and work plan using MS Projects.
• Assist Project Manager & Technical Team to prepare project specific ITPs and QCPs, Procedures or any Quality Management Documents required for each Project or Department.
• Liaise and submit all Health & Safety File requests to Health & Safety Consultant timeously to ensure files are prepared in advance for both tenders and projects. This includes maintaining and updating contractor health & safety documentation for work that is carried out on premises or on site.
• Assist in the preparation of tenders for Project Manager and Exports Commercial Manager when required.
• Create, maintain and update all Project Folders within SharePoint with completed and signed off documentation received back from Project Site, including the uploading of Photos from daily or weekly progress reports.

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