Administrator

Role Purpose:

The job holder will be primarily responsible for coordinating & assisting Tradesman/workers for carrying out periodic site/maintenance work progress in all day-to-day activities, ensuring all technical works in accordance with specification and the project management manual. First line manager of staff from all disciplines employed on contracts.

Key Task and Responsibilities:

Administrative Support:

• Managing project documentation, including creation, storage, and distribution of documents.
• Preparing reports, presentations, and other documents for project meetings
• Handling correspondence and scheduling meetings between the project team

Scheduling and Coordination:

• Organizing and maintaining project schedules, ensuring that deadlines are tracked and met.
• Coordinating the activities of the project team and ensuring proper communication among members.
• Arranging logistics for project meetings, workshops, and travel, if necessary.

Budget and Financial Tracking:

• Assisting with tracking the project’s budget, including expenses, invoicing, and financial reporting.
• Ensuring that project costs are recorded and processed according to company policies.

Documentation and Reporting:

• Ensuring proper documentation of all project-related activities, including meeting minutes, change logs, and risk registers.
• Assisting in the preparation and distribution of regular project status reports.

Resource Management:

• Supporting project resource allocation, ensuring that team members are assigned tasks according to their skills and availability.
• Monitoring the use of project resources and ensuring that they are properly accounted for.
• Project time keeping, Visa follow-ups and other HR related tasks.

Procurement:

• Raising of material requisition for the project through the procurement system, following up with supplier for material delivery and booking of GRN’s.
• Updating the stock inventory using the CAFM system.

Risk and Issue Management:

• Monitoring project risks and issues, updating logs, and ensuring that relevant team members are aware of any potential problems.
• Assisting in implementing mitigation measures and keeping records of changes in the project scope or timelines.

Project Monitoring and Control:

• Assisting in the tracking of the project’s progress, milestones, and deliverables.
• Using project management software tools to update task completion and performance data.

Experience, Knowledge and Skills:

• Business Management Studies Degree/Diploma
• At least 3 years’ experience in a Project Administration role
• Good Knowledge of all elements of FM services
• Fluency in English and additional Languages is a plus.
• Computer knowledge is a must
• Good customer services skill.
• Time managementÂ