Project Administrator

Introduction

Calibre Life Science is a leading engineering and project services company delivering specialised solutions across South Africa. We are seeking a highly organised, detail-oriented, and proactive Project Administrator to support the effective administration and coordination of our projects.

The Project Administrator will work closely with Project Managers, the Project Accountant, and other project stakeholders , providing day-to-day administrative and financial support throughout the project lifecycle.

This role is suited to someone who is organised, comfortable working with project and financial information, and able to maintain accurate records while managing multiple priorities in a fast-paced engineering and project environment.

Duties & Responsibilities

As Project Administrator, you will be responsible for

Assisting the Project Accountant and Project Managers with the day-to-day administration and coordination of projects.

Loading, maintaining , and updating project budgets and related project information.

Creating and maintaining project documentation, registers, trackers, and filing systems.

Tracking project budgets, costs, tender appraisals, purchase orders, invoices, and expenses.

Assisting with the preparation and administration of project invoicing and supporting documentation.

Assisting with project financial reporting and providing accurate information for cost and budget reviews.

Preparing weekly and monthly project status and administration reports.

Monitoring outstanding project documentation and following up with relevant internal and external stakeholders.

Ensuring contracts, purchase orders, tender documentation, invoices, and other project records are complete, accurate , and properly filed.

Assisting with purchase order administration and maintaining accurate records of commitments and expenditure.

Supporting project change control administration and maintaining relevant registers and supporting documentation.

Assisting with resource planning and general project administration where required .

Supporting Project Managers and the Project Accountant with ad-hoc reports, information requests, and administrative tasks.

Assisting with project close-out by ensuring all required financial and project documentation is complete, reconciled where applicable, and appropriately archived.

Maintaining professional communication and ensuring prompt responses to internal and external stakeholders.

Ensuring project records and administrative processes are maintained in accordance with company procedures and project requirements.

Desired Experience & Qualification

Diploma or relevant qualification in Business Administration, Project Management, Finance, Accounting , or a related field would be advantageous .

Previous experience in a project administration, project support, finance administration, or similar role .

Experience working within an engineering, construction, consulting, or project-based environment would be advantageous .

Experience using Microsoft Dynamics 365 Business Central would be advantageous .

Good working knowledge of Microsoft Excel, Word, Outlook, and Microsoft Office .

Experience working with purchase orders, invoices, budgets, and project documentation would be beneficial.

Key Skills & Competencies

Strong organisational and administrative skills.

High level of accuracy and attention to detail.

Good numerical skills and confidence working with financial information.

Ability to manage multiple projects, tasks, and deadlines simultaneously.

Strong document management and record-keeping skills.

Good written and verbal communication skills.

Ability to follow established processes while identifying and resolving administrative gaps.

Proactive approach to following up on outstanding information and documentation.

Ability to work effectively with Project Managers, Finance, suppliers, and other stakeholders.

Professional, dependable, and willing to take ownership of assigned responsibilities.