Project Administration Assistant

Job Advert Summary

Kickstart your career with meaningful, paid work experience through the YES Programme. Join a supportive environment where you’ll build practical skills, gain real-world exposure, and grow your confidence while contributing to a purpose-driven team.

Pragma invites young, unemployed South Africans to apply for available Youth Employment Service (YES) Programme opportunities. This initiative forms part of a public-private partnership aimed at addressing youth unemployment in South Africa. Through the YES Programme, successful candidates will gain 12 months of practical workplace experience, develop valuable skills, and improve their future employability within a leading industrial and asset management organisation.

The Project Administration Assistant provides administrative and coordination support to Project Managers by maintaining project records, tracking approvals and procurement processes, monitoring project documentation, and ensuring information is accurate, complete, and up to date. The role enables Project Managers to focus on project delivery by managing routine administrative activities and highlighting discrepancies or outstanding actions requiring attention.

Minimum Requirements

• A Matric qualification is required.
• A tertiary qualification is advantageous.
• 1 year of administrative, data capturing, coordination, or project support experience is advantageous.

Duties & Responsibilities

• Project Documentation Administration
  • Verify that supporting project documentation is complete and accurately filed.
  • Check that approved project scope, quotations, cost plans, WBS/cost centre allocations, Purchase Order (PO) requests, and On Key work orders are aligned.
  • Maintain organised, accurate, and audit-ready project documentation.
  • Manage and maintain project SharePoint folders and filing structures.
  • Ensure all project records are stored in accordance with company standards.
• Procurement and Workflow Tracking
  • Track Requests for Quotation (RFQs), quotations, PO requests, approvals, and work orders through the applicable process stages.
  • Monitor workflow progress and maintain visibility of outstanding items.
  • Follow up with stakeholders to obtain routine approvals and required supporting information.
  • Escalate overdue actions and approval delays to the appropriate Project Manager.
• Project Information Coordination
  • Reconcile information between Planning, Cost Centre, Supply Chain, and On Key systems.
  • Identify and flag discrepancies, inconsistencies, or missing information for Project Manager review.
  • Assist with maintaining project expenditure and commitment records.
  • Support project close-out activities by tracking required documentation and approvals.
• Reporting and Tracking
  • Maintain project, expenditure, purchase order, work order, and project close-out trackers.
  • Prepare routine status reports and exception reports highlighting outstanding actions and risks.
  • Provide accurate and timely updates to Project Managers and stakeholders.
  • Assist with data collection and report preparation as required.
• Project Close-Out Administration
  • Track contractor submissions, invoices, completion certificates, and close-out documentation.
  • Monitor delivery dates and project completion milestones.
  • Maintain records of asset information and sign-off documentation.

Support the project close-out process by ensuring all required documentation is obtained and filed.