IT Project Administrator

Position Overview

We are seeking an organised, detail-oriented and proactive IT Project Administrator with 3–5 years of experience in IT project administration, coordination and asset management. The successful candidate will provide administrative and operational support to IT projects, ensuring that project activities, documentation, assets, schedules and reporting are accurately maintained.

The ideal candidate will have practical experience in IT asset management, strong administrative capabilities and a good working knowledge of Microsoft applications, including Microsoft Excel, Word, Outlook, Teams and PowerPoint.

Key ResponsibilitiesIT Project Administration

• Provide administrative and coordination support across IT projects.
• Maintain project plans, schedules, action logs, risk registers and project documentation.
• Coordinate project meetings, prepare agendas and record and distribute meeting minutes.
• Track project actions, deliverables, milestones and deadlines.
• Follow up with project team members and stakeholders on outstanding actions.
• Assist with project reporting and provide regular status updates to management.
• Maintain accurate and up-to-date project records and documentation.
• Assist with project onboarding and offboarding activities.
• Coordinate communication between IT teams, vendors, users and other stakeholders.

IT Asset Management

• Maintain accurate records of all IT hardware and related assets.
• Track the allocation, movement, return and disposal of IT assets.
• Assist with employee asset sign-outs and returns.
• Maintain asset registers and ensure asset information is kept current.
• Conduct and support periodic IT asset audits and reconciliations.
• Investigate and report discrepancies between physical assets and asset records.
• Assist with asset tagging, identification and lifecycle management.
• Track assets throughout their lifecycle, from procurement through to replacement or disposal.
• Ensure appropriate documentation is maintained for all asset movements.
• Liaise with suppliers and internal teams regarding asset procurement, repairs, replacements and returns.

Procurement & Vendor Administration

• Assist with IT equipment and service procurement processes.
• Obtain and maintain quotations and supporting documentation.
• Track purchase orders, deliveries and outstanding equipment.
• Liaise with suppliers and service providers regarding orders and delivery timelines.
• Maintain vendor and procurement records.
• Assist with invoice and supporting-document verification where required.

Microsoft Applications

• Use Microsoft Excel to maintain asset registers, project trackers, reports and data analysis.
• Use Microsoft Word to prepare project documentation, procedures and reports.
• Use Microsoft Outlook for professional communication, scheduling and calendar management.
• Use Microsoft Teams to coordinate meetings, communication and project collaboration.
• Use Microsoft PowerPoint to assist with project presentations and management reporting.
• Demonstrate the ability to learn and work with other Microsoft 365 applications and IT management tools.

Minimum Requirements

• 3–5 years' experience in IT administration, project administration, IT coordination or a similar role.
• Previous IT asset management experience is essential.
• Good understanding of IT hardware, software and asset lifecycle processes.
• Good working knowledge of Microsoft Office/Microsoft 365 applications.
• Strong Microsoft Excel skills, including maintaining spreadsheets, sorting/filtering data and producing basic reports.
• Experience working with asset management systems, service desk systems or IT management platforms will be advantageous.
• Strong administrative and organisational skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong attention to detail and accuracy.
• Ability to work independently as well as part of an IT team.

Advantageous Experience

• ITIL knowledge or certification.
• Experience working within a service desk or IT support environment.
• Experience with Microsoft 365 administration or Azure environments.
• Experience with IT asset management or configuration management databases (CMDB).
• Exposure to project management methodologies such as Agile, Waterfall or hybrid project environments.
• Experience preparing management reports and project dashboards.
• Experience working with vendors, suppliers and external service providers.

Key Competencies

• Project coordination and administration
• IT asset management
• Planning and organisation
• Attention to detail
• Data management and reporting
• Microsoft Excel proficiency
• Communication and stakeholder management
• Problem-solving
• Time management
• Record keeping and documentation
• Teamwork and collaboration
• Ability to meet deadlines

Key Performance Indicators

• Accuracy and completeness of IT asset records.
• Timely completion of project administration activities.
• Accurate and up-to-date project documentation.
• Effective tracking and closure of project actions.
• Timely reporting of project and asset-related information.
• Compliance with IT asset management procedures.
• Effective coordination with internal teams, users and suppliers.
• Reduction of asset register discrepancies and missing equipment records.

Reporting Structure

Reports To: IT Project Manager / IT Manager

Department: Information Technology

Employment Level: IT Project Administration – Intermediate

Pay: R13 000,00 per month

Work Location: In person