Intermediate Project Administrator - Hybrid Renewable - JHB

Contract: 12-month contract (renewable), start ASAP
Location: Hybrid — minimum 3 days on-site per week
Practice area: IT projects and business product initiatives

Role Purpose

• Provide end-to-end administrative, coordination, and reporting support across IT projects and internal business product initiatives. Ensure meetings, documentation, schedules, risks/issues logs, vendor and stakeholder follow-ups, and reporting cadences are up to date and visible to delivery leads.

Key Responsibilities

Project Administration & Governance

• Own meeting logistics: scheduling, agendas, invites, attendance, and venues/virtual links.
• Capture high-quality minutes and action registers; track decisions, owners, due dates, and follow-ups to closure.
• Maintain RAID (risks, assumptions, issues, dependencies) and change logs; escalate overdue items.
• Prepare weekly status packs, dashboards, and portfolio roll-ups using templates provided by PMO.

Scheduling & Coordination

• Develop and manage integrated calendars (scrum ceremonies, CAB/release windows, training sessions).
• Coordinate cross-team dependencies (product, engineering, operations, vendors, business owners).

Documentation & Controls

• Create/maintain document repositories (SharePoint/Teams) with version control and naming standards.
• Ensure SOPs, training materials, and sign-offs are filed and accessible for audit/assurance.

Stakeholder Engagement

• Draft concise communications (summaries, reminders, decision notes).
• Support onboarding of new team members with access, tool setup, and pack handovers.

Tooling & Reporting

• Use Microsoft 365 (Excel, PowerPoint, Word, SharePoint/One Drive, Teams) for registers, packs, and comms.
• Update tasks/boards in project management tooling (e.g., Planner, Azure Dev Ops, Jira, Smartsheet).
• Required Profile

Experience

• 4–7 years in project administration/co-ordination across IT and business change environments.
• Proven capability managing minutes/actions, RAID, scheduling, and stakeholder follow-ups across multiple work streams.
• Exposure to Agile ceremonies and release/change governance (CAB) advantageous.

Skills & Tools

• Excellent written minutes, note-taking, and concise communication skills.
• Strong Microsoft 365:
  Outlook/Teams, Excel (tables, filters, basic formulas), PowerPoint (exec-ready), Word (templates), SharePoint (permissions, metadata).
• Project tools:
  Planner/Trello/Asana;
  Azure Dev Ops/Jira/Smartsheet exposure beneficial.
• Organised, deadline-driven, detail-oriented; comfortable with multi-project contexts.

Qualifications (advantageous)

• Diploma/Degree in Business Administration, Information Systems, or similar.
• Short courses or certifications in project administration or Agile fundamentals.
• Key Deliverables
• Structured meeting packs, minutes, and action logs (weekly cadence).
• Consolidated RAID log with status and escalation notes (weekly).
• Integrated schedule/calendar with key milestones and dependencies (rolling 90-day view).
• Document repository with standardised templates and version control.
• Monthly portfolio summary with metrics (actions closed, risks by severity, schedule adherence).
• KPIs / Success Measures
• Action closure rate (>90% on-time within SLA).
• Minutes quality (approved without rework; published within 24 hours).
• Schedule adherence (variance below agreed threshold).
• RAID hygiene (all items have owners, due dates, status).
• Stakeholder satisfaction (pulse >4/5).