PROJECT ADMINISTRATOR

Position Purpose

The Project Administrator is responsible for coordinating and administering project-related operational, financial and compliance processes to support the effective delivery of electrical projects.

The role involves labour scheduling support, procurement coordination, documentation management, budget tracking and stakeholder liaison to ensure projects are delivered on time, within scope and in accordance with regulatory and company standards.

This is a skilled administrative role requiring sound business knowledge, system proficiency and the ability to manage multiple project streams in a technical services environment.

Benefits

Task & responsibilities

Key Duties and Responsibilities

A. Project Coordination & Scheduling

Assist in scheduling labour and allocating resources using SimPRO and internal systems.

Ensure work packages, documentation and compliance requirements are completed prior to project commencement.

Monitor project progress across pending, active and completed jobs to identify workflow gaps or delays.

Coordinate site inductions and maintain mobilisation documentation.

Act as the primary administrative contact point between supervisors, contractors, suppliers and internal teams.

B. Procurement & Financial Administration

Create and manage purchase orders and work orders within SimPRO.

Track project-related expenses and support budget monitoring processes.

Liaise with accounts and suppliers to ensure accurate and timely invoice processing.

Assist management in identifying cost-saving opportunities and operational efficiencies.

C. Documentation & Compliance Control

Maintain project files, registers, certificates and compliance documentation.

Ensure operational test certificates and reporting documentation are finalised and properly recorded.

Support internal audits and compliance checks in line with HSEQ and company policies.

Maintain accurate records in accordance with privacy and legislative requirements.

D. Workflow & Systems Administration

Develop, update and improve project workflows within SimPRO and associated systems.

Assist in documenting new system features, operational changes and process improvements.

Support implementation of new procedures as directed by management.

Generate project status and performance reports for supervisors and senior management.

E. Stakeholder Communication

Communicate project status updates to internal and external stakeholders.

Build and maintain professional working relationships with contractors and suppliers.

Collaborate with HR and Accounts departments to ensure operational alignment.

Contribute to operational discussions and provide administrative insights to support decision-making.

Qualification & experience

Key Performance Indicators

Performance will be assessed based on:

Timeliness and accuracy of scheduling and documentation

Efficiency of procurement and cost tracking processes

Compliance with HSEQ and company policies

Quality of workflow management and system accuracy

Stakeholder communication effectiveness

Contribution to operational efficiency improvements

Required Skills & Competencies

Strong organisational and time management skills

High attention to detail and accuracy

Advanced communication skills (written and verbal)

Ability to manage competing deadlines across multiple projects

Analytical and problem-solving capability

Proficiency in project/job management software (e.g., SimPRO)

Strong Microsoft Office skills (Excel, Word, Outlook)

Ability to work independently with minimal supervision

Commitment to ethical conduct, confidentiality and compliance

Qualifications & Experience

Essential:

Bachelor’s degree in Business, Management or a related discipline; or

At least two (2) years of relevant full-time experience in a project administration, operations coordination or similar role.

Demonstrated experience working within structured project environments.

Experience using project management or job management systems.

Desirable:

Experience within construction, electrical or trade-based services industries.

Understanding of HSEQ frameworks.

Current driver licence.