Project Co-Ordinator
Client based in Prospecton is looking for a Project Co-ordinator.
Providing effective and efficient administrative systems and processes to support the Project Manager, Exports Commercial Manager and Project Team delivering national and international projects for the organisation.
ACCOUNTABLE TO: Exports Commercial Manager
REPORTS TO: Project Manager
Responsibilities:
- Manage all allocations and co-ordination of tasks using Wrike Software & SharePoint which are assigned to Project Team Members, Departments, Suppliers and Sub-Contractors. Updating and monitoring of these task daily to ensure Project timelines are met and are up to date.
- Ensure that all Contract Documents are signed off by Project Manager and Operational Members and returned to Client within agreed timescales. Ensure there are back-to-back contracts (if
applicable) or once off contracts for Sub-Contractors in place prior to projects starting.
- Submit all Company and Sub-Contractor certificates for Insurances and Guarantees for each Project to Client and monitor that these are valid for the duration of project. Ensuring if additionalamounts are required this is communicated timeously to respective parties.
- Prepare Agendas, Minutes, Schedule and participate in all Project Kick Off and weekly Project Meetings, which may require co-ordination of international time zones. Provide minute taking, following up of action and communicating minutes to relevant stakeholders of Projects.
- Prepare, track and update all budget cashflows for Projects based on scope of work and resource requirements, invoices etc. This includes raising and submitting of Purchase Orders and Progress Claims.
- Prepare all documentation relating to Commercial Invoicing and Cross Border Documentation for each project this includes Bill of Lading, Orders, Shipping Documents, Transport papers and certificates of origin.
- Prepare all Project Portfolios for Project Manager at the end of each Project so this can be circulated to Shareholders & Management Team.
- Assist when required, to develop and manage a detailed project schedule and work plan using MS Projects.
- Assist Project Manager & Technical Team to prepare project specific ITPs and QCPs, Procedures or any Quality Management Documents required for each Project or Department.
- Liaise and submit all Health & Safety File requests to Health & Safety Consultant timeously to ensure files are prepared in advance for both tenders and projects. This includes maintaining and updating contractor health & safety documentation for work that is carried out on premises or on site.
- Assist in the preparation of tenders for Project Manager and Exports Commercial Manager when required.
- Create, maintain and update all Project Folders within SharePoint with completed and signed off documentation received back from Project Site, including the uploading of Photos from daily or weekly progress reports.
SKILLSET:
- 3-5 years of administration experience in a project management, construction, technical or engineering environment.
- Excellent Interpersonal and Communication Skills
- Highly organised and balance multiple tasks.
- Proven ability to solve problems creatively.
- Excellent time management skills
- Strong financial and analytical skills.
- Strong Process Skills
- Proven ability to complete tasks according to outlined scope, budget, and timeline.
- Professional presentation to represent nationally and internationally.
QUALIFICATIONS:
- Higer Certificate / Diploma or Bachelor’s degree in Administration / Project Management or Accounting
- Certificate in Microsoft Projects
To apply: Send a copy of your CV to kendall@proappoint.co.za
Please note that only shortlisted candidates will be contacted.
