Project Administrator

The Project Administrator plays a crucial role in supporting project teams through comprehensive administrative management, seamless coordination of project activities, meticulous documentation maintenance, and facilitating clear communication across all stakeholders. This position is fundamental to ensuring projects remain on schedule, stay within budgetary constraints, and maintain alignment with strategic organizational objectives.

Key Responsibilities

Project Coordination

• Support the development of project timelines, scheduling frameworks, and milestone tracking systems
• Organize and coordinate project meetings, including agenda preparation and comprehensive minute documentation
• Monitor project advancement and maintain current project planning documents
• Ensure alignment between project deliverables and established timelines

Documentation, Reporting & Administrative Support

• Develop and maintain comprehensive project documentation, strategic plans, and detailed progress reports
• Create executive status reports and interactive dashboards for key stakeholders
• Implement robust version control systems and establish organized document filing protocols
• Deliver essential administrative support services to the project management team

Budget & Resource Management

• Oversee project budget monitoring and expenditure tracking systems
• Support procurement processes and strategic resource allocation initiatives
• Facilitate invoice processing workflows and maintain accurate financial tracking records
• Collaborate with finance teams to ensure budgetary compliance and reporting accuracy

Communication & Stakeholder Engagement

• Function as the primary liaison for both internal teams and external stakeholder groups
• Foster effective communication channels between diverse project team members
• Manage stakeholder expectations through regular updates and systematic follow-up on action items
• Maintain professional relationships that support project success and organizational reputation

Risk & Issue Management

• Establish comprehensive logging and tracking systems for project risks and emerging issues
• Develop proactive monitoring processes to identify potential challenges early
• Coordinate resolution efforts and maintain detailed records of mitigation strategies

Municipal Paperwork & Compliance

• Manage complex applications, account maintenance, and documentation for municipal approvals and regulatory permits
• Prepare and submit comprehensive paperwork packages for project initiatives, ensuring full compliance with local regulations and requirements
• Handle urgent wayleave applications with attention to processing timelines and regulatory standards
• Maintain current knowledge of municipal requirements and regulatory changes

Safety Administration & Compliance

• Support organizational safety compliance through systematic maintenance of records, documentation, and comprehensive safety reports
• Coordinate safety training sessions and ensure team-wide awareness of current safety guidelines and protocols
• Actively contribute to the development and implementation of continuous safety improvement initiatives
• Monitor compliance with industry safety standards and regulatory requirements

Qualifications & Experience

Educational Requirements

• Senior certificate or equivalent qualification required
• Bachelor's degree in relevant field (business administration, project management, or related discipline) highly beneficial

Professional Experience

• Minimum 3 years of proven experience in administrative roles or project support functions
• Demonstrated success in managing complex administrative tasks in professional environments
• Experience working within project-driven organizations or supporting project teams

Technical Knowledge

• Strong understanding of municipal regulations, compliance requirements, and safety protocols preferred
• Knowledge of project management methodologies and administrative best practices
• Familiarity with regulatory environments and permit processes advantageous

Systems & Technical Proficiency

Required Software Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) with demonstrated ability to create professional documents, complex spreadsheets, and presentations
• Experience with document management systems and electronic filing protocols
• Competency in database management and information organization systems

Preferred Technical Experience

• Experience with QuickBase or similar project management and database systems would be highly advantageous
• Familiarity with project management software and collaboration platforms
• Understanding of financial tracking and budget management systems

Essential Skills & Competencies

Organizational & Time Management

Exceptional ability to manage multiple competing priorities simultaneously, consistently meet critical deadlines, and maintain structured, accessible documentation systems that support team efficiency and project success.

Attention to Detail

Demonstrates meticulous accuracy in preparing reports, managing budgets, maintaining safety records, and handling municipal paperwork, ensuring all deliverables meet professional standards and regulatory requirements.

Communication Skills

Strong verbal and written communication abilities that enable effective stakeholder engagement, clear reporting, and professional correspondence across all levels of the organization and external partners.

Collaboration & Teamwork

Works effectively across diverse project teams and maintains productive relationships with both internal colleagues and external stakeholders, contributing to positive team dynamics and project outcomes.

Adaptability & Flexibility

Responds positively to changing priorities, evolving project demands, and shifting regulatory requirements while maintaining high performance standards and professional composure.

Problem-Solving & Initiative

Proactively identifies potential risks and emerging issues early in their development, takes decisive steps to implement solutions, and demonstrates independent thinking in addressing challenges.

Accountability & Reliability

Takes full ownership of assigned responsibilities, ensures consistent follow-through on commitments, and maintains strict adherence to compliance requirements and organizational standards.

Systems Proficiency

Skilled in Microsoft Office Suite with advanced capabilities; experience with specialized project management systems such as QuickBase represents a significant advantage for candidates seeking to excel in this role.