Administrator

SUMMARY:
The Administrator will support the project management team by providing administrative support

POSITION INFO:

Dotcom Group is a leading software development, IT consulting, and cybersecurity organization that has been operating in South Africa since 2012. The company delivers cutting-edge software solutions that have transformed multiple sectors, with a primary focus on the global insurance market. Dotcom’s expert team has built a strong and expanding footprint across South Africa, broader Africa, and into international markets. The business is committed to innovation, quality, and long-term partnerships with clients and team members.

Our PMP office is looking to appoint a talented and exceptional administrator.

Job Purpose:

The Administrator will support the project management team by providing administrative support across all project phases including project governance. This role is crucial for maintaining project documentation, scheduling meetings, tracking project progress, and assisting with day-to-day project tasks to ensure the efficient delivery of projects on time and within scope. This role is a support role within the PMO and Operations of the business and extends to Exco general admin requirements as and when required.

Key Responsibilities:

1. Project Documentation & Reporting

• Prepare and organize project documentation, such as project plans, meeting minutes, status reports, and change orders.
• Assist in the preparation of project reports for internal stakeholders, ensuring consistency and accuracy.
• Ensure that project files are properly stored and easily accessible.

2. Scheduling & Coordination

• Onboard projects by following the onboarding process to ensure the execution team has no blockers to execute
• Assist in project sign-off and in the offboarding process
• Organize project meetings, including logistics, agendas, and follow-up actions.
• Schedule meetings and coordinate with team members and stakeholders to ensure availability.
• Track and monitor project timelines, highlighting upcoming milestones and deadlines for the team.

3. Resource Tracking & Administration

• Assist in the tracking and management of project resources (e.g., personnel, equipment, materials).
• Update resource allocation spreadsheets, timesheet system, or project management tools with the status of resources.
• Monitor resource usage against the project schedule, notifying the team of potential shortages or conflicts.
• Ensure that Dotcom standards and policies are adhered to in all projects

4. Communication & Stakeholder Liaison

• Act as a liaison between the project manager, team members, and stakeholders to ensure smooth communication.
• Prepare and distribute project updates, ensuring relevant information is communicated to all stakeholders.
• Maintain effective communication with internal teams, vendors, and clients to keep the project on track.

5. Project Budget & Expense Tracking

• Track project expenses and assist in budget reconciliation to ensure the project stays within financial limits.
• Maintain records of project expenditures, receipts, and invoices, and submit them for approval as necessary.
• Provide administrative support to the project manager in reviewing budget variances and implementing corrective actions.

6. Issue and Risk Documentation

• Maintain logs for project risks, issues, and action items, tracking their resolution status.
• Assist the project manager in identifying potential risks or issues that may impact project deliverables or timelines.
• Follow up with team members on outstanding risks and issues, ensuring timely resolution.
• Ensure each project remains within the scope of work as agreed upon in the signed agreements.

Key Qualifications:

• Experience:
• 1-2 years of administrative experience, preferably within project management or a related field.
• Experience in using project management tools (e.g., Microsoft Project, Trello, Asana) is a plus.
• Basic understanding of project management processes and terminology.

• Education:
• High school diploma or equivalent; associate’s degree in Business, Administration, or a related field is a plus.

• Skills:
• Strong organizational and time-management skills.
• Proficient in Microsoft Office Suite and Sage.
• Good communication skills, both written and verbal.
• Ability to work independently and manage multiple tasks simultaneously.

• Personal Attributes:
• Detail-oriented and able to manage tasks efficiently.
• Ability to work well in a collaborative team environment.
• Flexible and adaptable, with the ability to take on new challenges as needed.

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