PROJECT ADMINISTRATOR (CITIES | TOWNS | INFRASTRUCTURE)

SUMMARY:
PROJECT ADMINISTRATOR (CITIES | TOWNS | INFRASTRUCTURE) - Cape Town, Western Cape Competitive Pa

POSITION INFO:

PROJECT ADMINISTRATOR (CITIES | TOWNS | INFRASTRUCTURE) - Cape Town, Western Cape

Competitive Package on Offer!

Global Strategic Management Consulting Firm  is currently recruiting within their team of Cities Specialists.

Main Purpose of the Role:

The purpose of this role is to provide responsive, accurate and tech-enabled project and programme administration within the Cities practice. The Project Administrator will work in partnership with a Programme Administrator and will take ownership of the day-to-day administration of allocated projects, workstreams and recurring administrative processes, while working closely with Programme Administrators, Programme Managers and Project Leads.

The role requires someone who is highly organised, commercially curious, comfortable working with numbers and systems, able to communicate promptly in a fast-moving consulting environment, and willing to take ownership of defined administrative outputs.

Key Duties & Responsibilities:

• Act as the champion for assigned project and programme administration tasks within the Cities practice, keeping allocated trackers, records, action logs and workflow systems accurate and up to date.
• Own and actively manage the project governance and document-management system for allocated projects and workstreams, ensuring that documents are correctly named, filed, version-controlled and easy to access.
• Manage internal governance and administrative approvals, including final document approval status, signature status, client approvals required by company processes and other outstanding administrative actions; follow up proactively with team members to ensure required governance records are complete and correctly filed.
• Schedule project meetings, prepare agendas and meeting packs, take accurate meeting notes, maintain follow-up action logs and close the loop on agreed next steps.
• Take ownership of assigned month-end close, project reconciliation and invoicing processes, including consolidating timesheet information, expense records, supplier or sub-consultant invoices, disbursements and supporting documents.
• Keep project finance and company systems up to date, including budgets, purchase orders, contracts, timesheets, invoices, payments, sub-consultant information and forward-looking invoice timing or billing projections; flag gaps, inconsistencies or missing information for resolution.
• Administer standard contract and compliance records, including due diligence documents, sub-consultant records, client or funder compliance information and records of relevant contractual obligations.
• Prepare, format and quality-check administrative components of reports, proposals, presentations, financial proposal inputs and bid documentation, using digital and AI-enabled tools appropriately to improve speed, structure and accuracy.
• Monitor agreed communication channels throughout the working day, respond promptly, route information to the right people and keep Programme Administrators and project teams informed of progress.
• Use project, finance, document-management and workflow systems to process information, maintain accurate records and monitor workflow progress; identify small process improvements or automation opportunities that improve administrative efficiency.
• Provide flexible administrative support to the team, including ad hoc and time-sensitive tasks that may occasionally fall outside standard office hours when project delivery requires it.

Key qualification, skills and attributes:

Required

• Degree (or NQF 7 equivalent) in Finance, Accounting, Commerce, Economics, Business Administration, Business Science or another numerate related discipline.
• 2-4 years of relevant experience in administration, finance support, project support or office support.
• Strong digital fluency, including confidence with spreadsheets, collaborative work tools, AI-enabled productivity tools and the ability to learn new systems quickly.
• Exposure to document management, filing systems, invoicing support, timesheets, project administration or workflow/system tools will be advantageous.

Attributes:

• Excellent attention to detail and a strong commitment to accuracy, especially when working with numerical and commercial information.
• Commercially curious, comfortable with budgets, invoices, timesheets, trackers and the basic financial logic behind project administration.
• Highly tech savvy and able to learn new systems, platforms and digital workflows quickly.
• AI-literate and interested in using AI tools responsibly for drafting, summarising, checking, organising and improving administrative efficiency.
• Prompt communicator who monitors agreed channels, responds quickly, closes the loop and keeps others informed without needing to be chased.
• Strong spreadsheet confidence and the ability to maintain clean, accurate trackers and spot inconsistencies.
• Highly organised, structured and able to keep assigned information, action logs and document trails up to date without needing close chasing.
• Resourceful self-starter who asks good questions, takes initiative, adapts to changing priorities and follows thro