Project Administrator urgently wanted: Apply Here
A successful, well know Interior Design Company based in Sandton that specialises in Hospitality and Commercial Projects is looking to hire a Project Administrator / Co-Ordinator
CONTEXT | THE IMPACT OF THE ROLE
Project coordinators work to assist the full team with the coordination of resources, meetings, project documentation and information and manage the project activities.
They organize projects with the goal of getting them completed on time and within budget.
The project coordinator role may include additional duties and responsibilities and require expertise in a specific area, such as interior, construction fundamentals and design.
Certificate or higher in Project Management.
4 -5 years of project administration / co-ordination experience within the construction sector.
Experience in client relations and day-to-day operational skills.
KNOWLEDGE & SKILLS REQUIRED
Excellent written communication skills
Ability to remain calm and cope well under pressure
Ability to deal with multiple projects and prioritize effectively
Ability to work at a fast pace
High level of self-awareness and ability to take constructive feedback
Copes with conflict openly, quickly and honestly
High level of organization and administration
Ability to complete tasks and deadlines
Strong analytical and problem solving skills
Experience with project management practices and tools to create, manage and track project performance, cost, verify scope.
Assertive; able to delegate effectively and follow up
Ability to identify problems and solve quickly
Ability to complete repetitive tasks
Proficient in Microsoft Office Suite
PITCH PRESENTATION CO-ORDINATION
Attend weekly meetings with the team and maintain a record of upcoming project pitches
Conduct risk analysis of the pitch with the sales team. Decide whether pitch moves forward into resourcing.
Ensure the pitch has been appropriately resourced
Oversee the pitch team, to check all the relevant requirements have been fulfilled.
Deal with any potential problems that may arise.
Attend weekly scrum meetings.
Once a project has an 80% + probability of being signed (Trigger 1), arrange a project briefing meeting with the internal project team.
Go through the pre project meeting checklist and allocate tasks with deadlines to the relevant parties
Follow up will all the relevant parties to ensure timeous completion of the pre-project checklist.
Once a project has been signed (Trigger 2), arrange internal meeting asap, to go through project kick off list and allocate tasks accordingly.
Add project to the project board with the relevant deadlines.
Ensure all purchase orders have been issued prior to project commencement.
Ensure project is commenced on site timeously. Follow up with designers to ensure timeous completion of drawings.
Attend to any potential problems with a project as soon as they arise.
Attend initial kick off meeting on site with the PM and client and contractors. Go through site checklist to ensure all items have been addressed. Take minutes of the meeting and distribute accordingly.
INTERNAL PROJECT CO-ORDINATION
Arranging and coordinating weekly, internal project meetings for all projects from signing of the contract until final completion has been signed off.
Chair and facilitate Internal Project Meetings
Maintain accurate minutes of the meetings and ensure same is distributed to the team within 24 hours of the meeting. Add the minutes onto Slack.
Keep track of internal deadlines for each project and ensure each department is meeting the relevant deadline.
Open and maintain a physical file on each project, with checklists for each aspect of the project
Follow up with the projects team to ensure all checklists have been completed for each stage of the project.
Address and resolve any issues that arise.
Follow up with the appointed AM, to ensure all client documentation has been signed timeously.
Maintain sense of urgency within the project team, to ensure project is completed by the relevant deadline.
Check the weekly projects reports for accuracy and clarity and amend if necessary.
Ensure the team is following the relevant processes and utilizing the Company’s templates.
Assist the Project Manager to ensure the project is running on time. Flag any problems with the Operations Manager.
Flag potential problems on the project and advise on solutions. Flag a project to the Ops Manager, if the project is at risk of being delayed.
Assist in dealing with contractor issues that may arise.
Ensure all communication relating to a project has been documented on Slack including all internal meetings, and ANY correspondence with the client, verbal or written.
Ensure all urgent requests (VO’s to the client etc.) are dealt with as a matter of urgency.
Address any communication issues that may arise.
Determining project scope changes.
Ensure each team member is saving the relevant information saved on the server
Check the project folder on the server on a regular basis
Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project
Ensure all client documentation has been signed off and saved on the server
Documenting and following up on important actions and decisions from the project meetings.
Ensure the server is tidy, and files are easy to find.
Ensure all relevant documentation is saved in the correct place on the server.
Archive older projects, as required.
Ensure the templates folders are updated and maintained on a regular basis.
TEMPLATE & PROCESS IMPROVEMENT
Advise on templates that require improvement
Constantly look for ways to streamline processes and improve efficiencies
Come up with innovative solutions to bottlenecks and problems within the project
The Company have performance goals that they set annually. In addition
to this, part of the objectives and deliverables that need to be achieved include:
High percentage (to be determined with sales) of projects won (i.e. brining in new business)
Ensuring high client satisfaction throughout the process;
Implementing best practices for presentation and initial design and ensuring company adherence
Ensuring high level of professionalism, consistency and accuracy throughout the design team and in all communications to clients.
Integrity & Honesty
Committed to Improvement
Effective in Communication
General |Ongoing Additional Responsibilities
Aim: Additional responsibilities to be done to ensure effective business processes and governance.
Submit weekly reports to the OM outlining any urgent concerns for each project
Undertake other duties and training as may be reasonably required.
Proactively assist with building a supplier/contractor list.
Living the Values | Drive and Live the Company Way
Aim: Drive the Company Culture by ensuring that all processes and people are aligned to the “Company way” and that all individuals understand and live the Culture each and every day.
Live, champion & represent the Company’s values on a daily basis within and outside the business.
Exhibit the Company’s value and culture in all interactions with existing and potential clients, and in all commercial endeavours.