Projects Administrator (Built Environment)

Projects Administrator (Built Environment) – Job Description

PURPOSE OF THE JOB

To provide comprehensive administrative and project support to the Built Environment Project Management team by ensuring all project documentation, reporting, financial administration, communication, and project records are accurately maintained. The role is responsible for the administrative coordination of multiple projects, enabling Project Co-ordinators and Project Managers to focus on project execution, stakeholder management, and site delivery.

KEY PERFORMANCE AREAS

Project Administration

• Provide day-to-day administrative support to the Project Management team.
• Create and maintain electronic and hard copy project files.
• Ensure all project documentation is correctly filed, version controlled and readily accessible.
• Prepare project documentation packs for project commencement.
• Maintain project registers, trackers and administrative records.
• Ensure project compliance documentation is received and filed.
• Maintain project compliance registers.
• Assist in ensuring project files comply with company quality standards and audit requirements.
• Request quotations from suppliers and subcontractors.
• Follow up on outstanding quotations.
• Prepare procurement documentation for approval.
• Maintain supplier information and records.

Document Control

• Manage the receipt and filing of:

o Guarantees

o Warranties

o Operation & Maintenance Manuals

o Compliance Certificates

o As-built Drawings

o Health & Safety documentation

o Practical Completion and Close-Out documentation

Project Tracking & Reporting

• Maintain project trackers and project calendars.
• Update project progress based on information received from Project Co-ordinators.
• Compile project status reports.
• Monitor outstanding actions and follow up with responsible parties.
• Track project milestones and highlight overdue items.
• Schedule project meetings.
• Prepare meeting agendas.
• Record and distribute meeting minutes.
• Track actions arising from meetings.

Financial Administration

• Prepare payment request packs for approval.
• Verify supporting documentation before submitting invoices to Accounts.
• Track purchase orders, quotations and invoice status.
• Ensure financial records are accurate and up to date.

Project Coordination Support

• Assist Project Co-ordinators with project administration throughout the project lifecycle.
• Liaise with contractors, consultants, suppliers and internal departments regarding documentation and administrative requirements.
• Follow up on outstanding information required for project delivery.
• Assist in ensuring company project management processes are followed.
• Support multiple projects simultaneously while maintaining attention to detail.

QUALIFICATIONS, COMPETENCIES & SKILLS

Qualifications

• Grade 12 (Matric) – Essential
• Diploma or Certificate in Project Administration, Project Management, Construction Administration or Built Environment

Experience

• Minimum 3 -5 years' experience in a Project Administrator, Project Support or Administrative role.
• Experience within the Built Environment, Construction, Property Development or Facilities Management industry is essential.
• Experience supporting multiple projects simultaneously.

Technical Skills

• Microsoft Office (Word, Excel, Outlook and PowerPoint)
• Microsoft Projects (advantageous)
• Basic understanding of construction documentation
• Experience working with project trackers and reporting tools

Competencies

• Good organisational and administrative skills
• Attention to detail and accuracy
• Good time management and prioritisation abilities
• Ability to manage multiple deadlines simultaneously
• Good written and verbal communication skills
• High level of professionalism and confidentiality
• Ability to work independently and within a team
• Proactive approach to following up outstanding actions
• Ability to work under pressure in a fast-paced environment
• Good interpersonal skills

Work Location: In person