IT Project Administrator (Mat Cover) - 6 Months

Purpose

• The Project Administrator supports the delivery of technology, system, and transformation initiatives across Cape Union Mart's IT landscape. The role provides organisational, documentation, coordination, and reporting support to the Project Management Office PMO, ensuring structured delivery, governance compliance, and clear communication across all stakeholders.
• This position is designed as a development pathway toward becoming a future Project Manager. The Project Administrator will support multiple projects, learn core delivery practices, and gradually take ownership of specific administrative and coordination activities under guidance from a Project Manager or Senior PM.

Key Responsibilities

Project Coordination

• Schedule, coordinate, and support project meetings, standups, workshops, and vendor sessions.
• Manage meeting agendas, logistics, and follow-ups.
• Ensure action items are recorded, assigned, and tracked to completion.
• Maintain project calendars and ensure alignment with team availability.

Documentation & Governance

• Prepare and maintain project documents BRDs, charters, timelines, RAID logs, change forms, cutover plans.
• Update and standardise PMO templates as required.
• Assist with version control and documentation repository updates.
• Support quality of requirements, testing artefacts, and deployment documents.

Reporting & Administration

• Compile weekly project status reports and dashboards in Monday.com, JIRA, and PowerPoint.
• Track risks, issues, dependencies, and decisions using PMO standards.
• Maintain financial tracking spreadsheets invoices, POs, budgets, forecasts.
• Support resource planning, capacity tracking, and time reporting.

Testing & Deployment Support

• Assist in coordinating UAT schedules, test scripts, test data, and issue triage.
• Capture defects in JIRA/DevOps and follow up on resolutions.
• Support cutover planning, evidence collection, and deployment readiness tasks.

Stakeholder & Vendor Engagement

• Assist PMs with internal stakeholder communications.
• Coordinate with vendors to align schedules and deliverables.
• Prepare communication packs, training materials, and user updates.

PMO & Continuous Improvement

• Contribute ideas to improve PMO processes, templates, and tools.
• Help maintain overall programme tracking dashboards.
• Support onboarding of new PMO members.

Experience & Qualifications

• 1–2 years general administration, project support, or coordination experience.
• Strong organisational and documentation skills.
• Working knowledge of Microsoft Office Excel, PowerPoint, Word.
• Exposure to project management tools Monday.com, JIRA, Confluence is beneficial.
• Ability to work with multiple stakeholders in a structured environment.
• Experience in an IT, retail, or systems environment. Advantageous
• Exposure to SDLC processes, testing cycles, or system implementations. Advantageous
• Basic understanding of enterprise systems Oracle, Salesforce, POS, Integration. Advantageous
• Experience working with vendors. Advantageous
• Certificate or diploma in Business Administration, IT, Project Management, or similar preferred.
• PM Fundamentals or Agile short courses beneficial but not required.

Skills & Competencies

• Strong attention to detail and high documentation accuracy.
• Excellent organisational and prioritisation skills.
• Clear and professional communication skills.
• Ability to work under pressure in a fast-paced environment.
• Willingness to learn and grow into a Project Manager role.

Technical Competencies

• Proficient in Excel VLOOKUP/XLOOKUP, Pivot Tables, data tracking.
• Ability to use platforms like Monday.com, JIRA, Confluence, SharePoint.
• Understanding of SDLC and testing processes advantageous.
• Basic understanding of integrations, APIs, and cloud systems trainable.

Behavioural Competencies

• Friendly, engaging, and collaborative.
• Proactive, structured, and dependable.
• Adaptable and resilient in a changing environment.
• Strong alignment with Cape Union Mart values Trust, Passion, Innovation