Careers

Role Purpose:

The job holder will be primarily responsible for coordinating & assisting Tradesman/workers for carrying out periodic site/maintenance work progress in all day-to-day activities, ensuring all technical works in accordance with specification and the project management manual. First line manager of staff from all disciplines employed on contracts.

Key Task and Responsibilities:

Administrative Support:
Managing project documentation, including creation, storage, and distribution of documents.
Preparing reports, presentations, and other documents for project meetings
Handling correspondence and scheduling meetings between the project team

Scheduling and Coordination:
Organizing and maintaining project schedules, ensuring that deadlines are tracked and met.
Coordinating the activities of the project team and ensuring proper communication among members.
Arranging logistics for project meetings, workshops, and travel, if necessary.

Budget and Financial Tracking:
Assisting with tracking the project’s budget, including expenses, invoicing, and financial reporting.
Ensuring that project costs are recorded and processed according to company policies.

Documentation and Reporting:
Ensuring proper documentation of all project-related activities, including meeting minutes, change logs, and risk registers.
Assisting in the preparation and distribution of regular project status reports.

Resource Management:
Supporting project resource allocation, ensuring that team members are assigned tasks according to their skills and availability.
Monitoring the use of project resources and ensuring that they are properly accounted for.
Project time keeping, Visa follow-ups and other HR related tasks.

Procurement:
Raising of material requisition for the project through the procurement system, following up with supplier for material delivery and booking of GRN’s.
Updating the stock inventory using the CAFM system.

Risk and Issue Management:
Monitoring project risks and issues, updating logs, and ensuring that relevant team members are aware of any potential problems.
Assisting in implementing mitigation measures and keeping records of changes in the project scope or timelines.

Project Monitoring and Control:
Assisting in the tracking of the project’s progress, milestones, and deliverables.
Using project management software tools to update task completion and performance data.

Experience, Knowledge and Skills:

Business Management Studies Degree/Diploma
At least 3 years’ experience in a Project Administration role
Good Knowledge of all elements of FM services
Fluency in English and additional Languages is a plus.
Computer knowledge is a must
Good customer service skills.
Time management