Business Support PA & Project Coordinator

SUMMARY:
The Business Support PA & Project Coordinator provides PA, administrative and coordination support to the People Operations and Development Manager, Managing Director, consultants and wider team.

POSITION INFO:

Business Support PA & Project Coordinator

Provide high-quality PA, administrative and project coordination support across the business, helping senior managers and the wider team stay organised while ensuring actions, processes and projects are progressed efficiently.

Cape Town | Remote, with the possibility of moving to a hybrid arrangement in Cape Town offices | 9:00 am – 5:30 pm Monday to Friday, UK time | R30,000 – R35,000 per month

ABOUT OUR CLIENT

Our client provides HR-related services and operates a number of online HR platforms that support HR administration, content and business processes.

The business works across client HR administration, document preparation, HR resources and internal business projects. Its work involves maintaining organised documentation, online systems, templates, processes and client information.

THE ROLE: BUSINESS SUPPORT PA & PROJECT COORDINATOR

The Business Support PA & Project Coordinator provides PA, administrative and coordination support to the People Operations and Development Manager, Managing Director, consultants and wider team.

This is a varied, hands-on role requiring an experienced PA, Executive Assistant, senior administrator or business support professional who can work independently across different areas of the business. The role requires the postholder to use initiative, anticipate requirements, resolve straightforward issues independently and identify matters requiring attention or escalation.

Alongside general business support, the role coordinates agreed projects and processes, maintaining actions, deadlines and records and helping ensure work is followed through to completion. It also supports the continued systemisation of the business by turning agreed ways of working into practical processes, checklists, trackers and organised document structures.

The postholder will not be responsible for technical HR or legal decisions or final content approval but will take responsibility for the organisation, administration and follow-through surrounding the work.

KEY RESPONSIBILITIES

Business and PA Support

• Provide day-to-day PA and administrative support to the People Operations and Development Manager, Managing Director and wider team.

• Coordinate diaries, meetings, appointments, actions and follow-up as required, primarily for consultants.

• Prepare, format, proofread and organise documents, correspondence, presentations, reports and client materials to a high standard and in the agreed house style.

• Support consultants and Outsourced HR Administration with agreed client administration, including document preparation, meeting support, information collation, onboarding, trackers and follow-up.

• Attend online client meetings where required, generally with a consultant or People Operations and Development Manager, and prepare agreed documentation or follow-up materials using company templates.

• Maintain accurate records, trackers, databases, shared folders and other business systems.

• Support the timesheet and end-of-month billing process.

• Coordinate information and activity between different areas of the business to prevent actions from being missed or delayed.

• Take ownership of agreed administrative activities and follow them through without repeated instruction or chasing.

• Develop and maintain detailed working knowledge of the company’s HR platforms, including their administration and management controls, to provide effective business support, assist with implementation and updates and support projects involving either platform.

Project and Process Coordination

• Coordinate agreed projects by organising information, maintaining project plans or trackers, recording actions and deadlines and following up with those responsible.

• Keep project and working documents organised, current and appropriately version-controlled.

• Monitor progress and identify missing information, unclear ownership, delays, duplication or other issues that could affect delivery.

• Prepare concise progress updates for the People Operations and Development Manager, Managing Director or other project owners.

• Support the development and maintenance of practical internal processes, checklists, trackers and folder structures.

• Suggest practical improvements where administration or processes could be simpler, clearer or more efficient.

Initial Projects

• Coordinate and support the company document update and drafting process to ensure deadlines are met, updates are rolled out and associated documents and online systems are updated.

• Support the review and development of the company’s online HR guide, including presentation, formatting, structure and content organisation.

• Support the transfer and organisation of catalogue content within the online HR guide, including formatting, version control, review tracking and follow-up.

• Support the reorganisation and ongoing management of the central drive, including folder structures, archiving, naming conventions and version control.

• Support the Can-Do Manager project through content organisation, action tracking, document preparation and implementation support.

• Support and test the development of AI-assisted internal workflows for document review, report preparation, quality checking and other agreed activities.

• Support the development and testing of the new in-house timesheet and client portal.

• Develop and maintain a simple system for recurring monthly and annual business activities, reviews and checks.

Day-to-Day Activities

• Prepare contracts of employment for clients using agreed templates, inserting employee details and deleting unwanted clauses.

• Use the company’s HR platform to manage client HR administration, including running absence reports, processing changes of details and associated letters, and managing leaver information.

• Contact clients where information or data required for document preparation is missing.

• Attend meetings with clients and consultants, gather information and use it to prepare documents from agreed templates, including handbooks and contracts of employment.

• Coordinate appointments between clients and consultants.

• Update clients and keep them informed, particularly where there may be a delay in a consultant responding.

• Record action points during team meetings.

• Format documents in the agreed house style and maintain house style standards across correspondence.

• Update content on the company’s online HR guide using content provided.

• Update templates on the online HR guide in accordance with the version control process.

• Monitor control sheets and report as required.

• Support video production using Synthesia when new videos are required and learn to use the Synthesia platform.

ABOUT YOU

• Experienced as a PA, Executive Assistant, senior administrator or business support professional, with experience working independently and supporting busy people.

• Intelligent, practical and highly organised, with strong judgement and attention to detail.

• Able to work from an outcome or problem without requiring every individual step to be explained.

• Able to take ownership, follow tasks through and identify when something does not look right, has not happened or could be organised more effectively.

• Comfortable asking questions, finding information independently and making sensible decisions within the scope of the role.

• Strong Microsoft 365 skills are essential, particularly Word and Excel.

• Confident using online systems, shared folders, databases and new technology.

• Able to learn the company’s HR platforms in detail, including their administration and management functions, and become confident using both as part of day-to-day responsibilities.

• Excellent written English, document presentation, attention to detail and proofreading skills.

• Self-motivated, responsive and comfortable managing your own workload remotely while remaining closely connected to the wider team.

• Experience within HR, professional services, consultancy, legal, compliance or another document-intensive environment would be advantageous.