PROJECT ADMINSTRATOR

PROJECT ADMINISTRATOR/CO-ORDINATOR

To provide support to the Project Manager – administrative tasks, planning, coordination.

• Project support:
  • Ensure that Leasing, Design and Projects work together to meet project deadlines.
  • Send requests for quotation out to all suppliers for each project.
  • Prepare quotations.
  • Respond to franchisee queries.
  • Prepare stock items for each project.
  • Support the Project Manager with coordination of suppliers to ensure all materials are sent to site on time.
• Projects rollout list:
• Ø Updating of the consolidated Projects Rollout list as we receive the list of projects.
• Ø Support the Project Manager in setting out project timelines and subsequent deadlines within the team.
• Ø Send out notifications of store refurbishments to franchisees.
  • Quoting:
  • Ø Prepare quotations for shopfitting as well as general requests that come in from franchise/stores.
    • This entails communication with various suppliers – shopfitting manufacturer, signage supplier, chair supplier, rod supplier, general stock suppliers, logistics partners, etc.
    • The process for preparation of a shopfit quote includes checking of technical drawings against a packing list; checking of contractor quotes against technical drawings; preparation of the quote in Microsoft Excel.
• Geo Rep:
  • Monitoring of Geo Reports received from Area Managers on a daily basis to ensure that the shopfitting in each store is acceptable.
• Council submissions:
  • Work through submissions made to council for stores with the support of an outsourced architect.
• Stock:
• Ø Keep track of all stock held within the Projects Department.
• Ø Prepare stock items for each project.
• Ø Updating of a stock tracker.
• Ø Submission to finance to invoice stock out of accounts.
• Ø Monthly stock take with Finance.

• General administration:
  • Ensure invoicing out of all accepted quotes – this is supported by Finance personnel.
  • Reconciliation of project accounts.
  • Generate and send out purchase orders.
  • Track all invoicing coming in from suppliers and submit for payment approval on a weekly basis.
  • Take minutes of rollout meetings twice a week and follow up on open items to be actioned by the team.
  • Filing
    • Preparation of Project files – each project requires a separate file to be made up to be referred to for the duration of the project.
    • Filing of all invoices as they are signed off.
    • Closing off of files at the completion of the project.

Just as an additional note, I’d recommend that someone in this role possess the following skills:

• Proficiency in the Microsoft Office suite – particularly Microsoft Excel & Microsoft Outlook.
• Organised.
• Ability to work efficiently under pressure.
• Ability to prioritise work on a daily basis according to importance.
• Ability to meet deadlines.
• Problem-solving skills.
• Time management skills.
• Process orientated.
• Attention to detail.
• Excellent communication skills.
• Interpersonal skills.