Job Description

Out client based in Prospecton, Durban, South Africas leading supplier of prefabricated buildings and Project Management.
Purpose of the Role:
Providing effective and efficient administrative support to the Project & Exports
Manager and Project Team ensuring to develop and maintain process to deliver
national and international projects for the organization
Qualifications:

• A minimum 3 5 years administration experience in a project management, construction, technical or engineering environment.
• Higher Certificate, Diploma or Degree
• Intermediate to Advance Computer Skills
• MS Word
• MS Excel
• MS PowerPoint
• MS SharePoint (Training Provided)
• MS Teams
• MS Projects / Smart Sheets (Training Provided)
• Wrike (Training Provided)
• Leadership Skills, experience as a team leader

Skills:

• Excellent Interpersonal and Communication Skills
• Highly organized and capable of balancing multiple tasks.
• Proven ability to solve problems creatively.
• Excellent time management skills
• Excellent attention to detail
• Strong Process Skills
• Proven ability to complete tasks according to outlined scope, budget, and timeline.
• Professional presentation to represent nationally and internationally.
• Numerical and analytical skills

Role & Responsibilities:

• Manage all allocations and co-ordination of tasks 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 prior to projects starting.
• Maintain records and submit all Company and Sub-Contractor certificates of Insurances and Guarantees for each Project to Client and monitoring 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 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 all documentation relating to Commercial Invoicing and Cross Border Documentation (Shipping and
• Freight) for each project this includes Bill of Lading, Orders, Shipping Documents, Transport papers and certificates of origin and liaising with the Finance Department to issue invoices within agreed timeframes as stipulated within the Project Program.
• Assist Project Manager with preparing all Project Portfolios at the end of each Project so this can be circulated to Shareholders & Management Team.
• Assist Project Manager when required, to develop and manage a detailed project schedule and work plan.
• Assist Project Manager to prepare all Data Packs e.g. ITPs, QCPs, Handover certificates, Drawing Transmittals etc. for Clients and ensure these are submitted within the agreed timeframes of project.
• Liaise with SHEQ department regarding the approval of all Contractor Files
• Facilities or Customer Sites.
• Create, maintain and update all Project Folders within SharePoint ensuring all documentation, progress reports, photographs and correspondence pertaining to a project is uploaded daily to ensure there is accurate record of each project.
• Read and acknowledge all policies, procedures and other documents relating to Quality and Health & Safety
• Management System that have been shared and pertain to the role or department.
• Report all non-conformances in accordance with the Non-Conformance Procedure and provide improvement suggestions to line manage to drive quality and improvement within the department.
• Attend any training that is required.
• When necessary and within reason carry out any additional task (s) requested by line manager or Operational members