Project Coordinator Assistant

SUMMARY:
Project Coordinator Assistant
One of our clients within the construction industry, located in Johannesburg West is seeking a highly organised and detail-oriented Project Coordinator Assistant to join their team. The successful candidate will provide administrative, operational and project coordination support to the Project Coordinator, ensuring that construction projects are delivered on time, within budget, and in accordance with company standards. The role involves coordinating project activities, maintaining project documentation, monitoring project progress, liaising with stakeholders, and assisting with planning, procurement, reporting and general project administration.

POSITION INFO:
Minimum Requirements:

• Matric (Grade 12).
• Minimum of 2–4 years' experience in a Project Administration, Project Coordination or Project Assistant role, within the construction industry.
• Sound understanding of project management principles and project lifecycles.
• Knowledge of construction documentation, procurement processes and project administration.
• Experience with document management systems.
• Understanding of budgeting, invoicing, and cost control processes.
• Advanced proficiency in Microsoft Office Suite.
• Experience using Microsoft Project or similar project scheduling software will be advantageous.
• Exposure to ERP or accounting systems will be beneficial.
• Excellent organisational and administrative skills.
• Strong communication and interpersonal abilities.
• High level of accuracy with exceptional attention to detail.
• Ability to work under pressure, manage multiple priorities, and meet strict deadlines.
• Strong analytical and problem-solving skills.
• Professional, reliable, and able to maintain confidentiality.

• Assist the Project Coordinator with planning, coordinating, and monitoring project activities.
• Prepare and maintain project schedules, timelines, reports, and supporting documentation.
• Monitor project progress against milestones and report on outstanding actions.
• Follow up on outstanding tasks to ensure deadlines are achieved.
• Coordinate meetings, prepare agendas, and record accurate meeting minutes.
• Assist with compiling tender documentation and project submissions.

• Prepare reports, presentations, correspondence, and other project-related documentation.
• Capture project information accurately and maintain project records.
• Manage project files, contracts, drawings, technical documentation, and correspondence.
• Coordinate document control and ensure all project documentation is current and correctly filed.
• Maintain accurate records in accordance with company procedures.

• Assist with procurement by obtaining quotations, preparing purchase orders, and monitoring deliveries.
• Monitor project costs and assist with budget tracking and cost reporting.
• Assist with invoice preparation, payment certificates, and related financial administration.
• Prepare cash flow reports and provide regular project status updates.

• Liaise professionally with clients, subcontractors, suppliers, consultants, and internal departments.
• Maintain effective communication between all project stakeholders.
• Coordinate project-related correspondence and ensure timely distribution of information.

• Ensure compliance with company policies, contractual obligations, and health and safety requirements.
• Coordinate site documentation, including quality assurance records, inspection reports, and project documentation.
• Ensure all project records are complete, accurate, and audit-ready.

• Provide administrative support to the Project Coordinator across multiple projects.
• Assist with general office administration and project-related duties as required.
• Perform additional responsibilities assigned by the Project Coordinator to support successful project delivery.