Project Administrator - Johannesburg at The Coca-Cola Company

• The key purpose of the role, is to provide administrative & general support to the project management environment in managing various capital projects.

Key Duties & Responsibilities    

• Handle incoming calls and queries
• Commission work on manager’s behalf and instructions
• Liaise with staff, clients, and suppliers
• Set up routines for following up on submission of information from all countries
• Receive visitors at all levels of seniority
• Manage and maintain manager's diary appointments and travel schedule
• Plan, schedule, coordinate and confirm meetings           
• Organise travel and travel itineraries
• Complete travel authorisations & pre-approvals
• Process all Forex claims for travel
• Compile travel register including Visa applications for travel
• Assist the Project Managers in compiling budgets and schedules and monitoring time, cost and risk
• Actively share relevant information with PM’s pertaining to the project delivery activities executed within the programme of works
• Reconcile credit card and petty cash
• Track RFA and communicate approvals
• Reconcile cell phone accounts and data cards
• Coordinate meetings and venues
• Attend weekly Project Status Tracking meeting                                              
• Minute the outcomes of meetings and ensure distribution of minutes and presentations to all stakeholders.
• Assist the project manager with updates to the Project schedules
• Support the Project Manager in the running of project sponsor and project progress meetings
• Record the project actuals in the appropriate tracking mechanisms to enable early detection of issues and ensure escalation where appropriate in support of the Project Manager
• Prepare letters of correspondence, presentations, briefing papers, reports and other documents  as required by management
• Assist the Project Manager in capturing information for monitoring of time, cost and risk
• Compile routine reports
• Compile Project Status Report
• Compile and manage data from multiple sources into consolidated spreadsheets and presentations for reporting purposes                                          
• Manage and review filing and office systems
• Generate leave forms, compile leave form registers and ensure sign off
• Manage and maintain electronic and manual filing systems
• Compile training register for HR and update regularly
• The role functions as an individual contributor and supports the entire Engineering & Projects team with regards to administration and logistics  
• Daily interaction with Engineering and Projects team to facilitate general admin such as travel arrangements, arranging meetings and venues
• Support project managers with admin related to budget cost tracking, issuing of PO’s, and facilitating payment of suppliers
• Regular interaction with project managers / teams in countries to follow up on submission of data for project progress reporting
• Regular interaction with suppliers and service providers to follow up on general admin such as issuing of PO’s, obtaining invoices and statements
• Document management and control

Skills, Experience & Education    
Qualifications:

• Diploma / Degree in Project Management or equivalent / relevant Business Management Certificate/ Diploma, plus relevant computer skills advantageous

Experience:

• Detailed understanding of administration and general financial, and project management framework & methodologies
• Minimum 5 years work experience in a Project Management environment
• Experience working within an FMCG environment preferable