17 Oct
Dlk Group
Cape Town
We are seeking a skilled and experienced Senior Project Administrator to manage and oversee project administration tasks for ongoing projects within our organization. The ideal candidate will have a strong understanding of project documentation management, proficiency in ERP systems (SAP CRM or similar), and an ability to work systematically in complex settings. This position involves supporting project teams, managing project documentation, performing administrative tasks, conducting site visits, and coordinating with vendors to ensure smooth project delivery.
Project Documentation Administration:
- Administer project documentation, ensuring all documents (such as specifications, purchase orders, closeout documents, and invoices)
are accurately prepared, organized, and maintained throughout the project lifecycle.
- Ensure that all project documents are up to date, complete, and compliant with company and industry standards.
- Maintain records in compliance with internal control policies and auditing requirements.
ERP and Project Administration Systems:
- Utilize SAP CRM or similar ERP systems to manage and track project progress, including creating and managing purchase orders (POs), invoices, and other key project administration documents.
- Use and maintain complex project administration systems to ensure effective tracking and reporting of project deliverables, timelines, and budgets.
- Generate and manage reports for project tracking and stakeholder communication.
Project Site Visits & Vendor Coordination:
- Coordinate and schedule project site visits to monitor progress, collect necessary documentation, and liaise with vendors and contractors.
- Support the vendor administration process,
including purchase order tracking, vendor communications, and ensuring compliance with contracts and specifications.
- Assist in resolving issues or delays encountered onsite and ensure vendor performance meets project standards.
Project Reporting & Communication:
- Assist in generating project status reports, preparing presentations, and providing regular updates to project managers, teams, and stakeholders.
- Communicate effectively with project teams, vendors, and stakeholders to ensure timely project delivery and resolve administrative challenges.
- Maintain effective records and tracking systems for all communications, decisions, and actions relating to project administration.
Document Management:
- Utilize Microsoft SharePoint or an equivalent document management system to manage and organize project documentation, ensuring easy access and version control.
- Ensure smooth flow and integration of project documentation within the project teams, departments, and stakeholders.
General Administrative Support:
- Provide day to day administrative support to the project teams, including coordinating meetings, scheduling, and maintaining project calendars.
- Ensure all project related materials are organized and accessible for team members.
- Handle routine correspondence, documentation, and data entry tasks for the project department.
Education:
- NQF Level 4 qualification, plus an accredited 1year project management certificate or a National Diploma in a relevant field.
Experience:
- 8+ years of experience in project administration or related fields, particularly within project management environments.
- Proven experience with project documentation administration, including handling project specifications, purchase orders (POs), invoices, and closeout documents.
- Strong experience with SAP CRM or other ERP systems in a project administration context.
- Demonstrated experience with Microsoft SharePoint or similar document management systems.
- Ability to manage complex project administration systems, track project progress, and maintain accurate documentation.
Skills:
- High proficiency in Microsoft Office (Excel, Word in particular), with advanced skills in managing data, creating reports,
and working with spreadsheets.
- Exceptional organizational skills and the ability to work systematically and accurately in complex settings.
- Strong attention to detail and ability to manage multiple tasks simultaneously while ensuring high quality work.
- Excellent communication skills, both written and verbal, for interacting with internal teams, vendors, and stakeholders.
- Ability to work independently and in a team environment, with a proactive attitude and strong problem-solving skills.
Additional Requirements:
- Valid Driver's License (if required for site visits or vendor coordination).
- Occasional travel to project sites may be required for site visits and vendor coordination.