Project Administrator

Responsibilities:

Project Coordination & Scheduling:

• Maintain and update project plans, Gantt charts, and resource allocation matrices using project management software.
  
• Coordinate, schedule, and facilitate project meetings, including preparing agendas, taking detailed minutes, and tracking action items.
  
• Follow up with department heads and project team members to ensure milestones and deliverables are being met on schedule.

Documentation & Compliance Management:

• Create, organize, and maintain centralized, digital project repositories (including contracts, scopes of work, SLA documentation, and technical handovers).
  
• Ensure all project documentation is complete, updated, and compliant with company standard operating procedures (SOPs).
  
• Prepare routine project status reports, tracking key performance metrics for management review.

Operational & Logistics Support:

• Act as the primary liaison between Projects, Procurement, Logistics, and Warehouse teams to ensure materials and resources are deployed on time.
  
• Assist in tracking project budgets, expenses, and invoicing timelines, raising flags when deviations occur.
  
• Coordinate logistical requirements for field teams and project engineers (e.g., transport, access permits, site-readiness verifications).

Stakeholder Communication:

• Serve as an internal point of contact for project updates, ensuring cross-functional alignment between technical and administrative teams.
  
• Assist in managing external communication templates and updates sent to clients, vendors, and contractors.

Requirements:

• Bachelor’s Degree in Project Management, Business Administration, Engineering, or a related field.
  
• Professional certification in Project Management (e.g., CAPM, PMP, PRINCE2, or Agile/Scrum methodologies) is a distinct advantage.
• A minimum of 2–3 years of experience in a project coordination, administrative, or operations support role.
• Data analysis experience will be an added advantage
  
• Proven experience working in a fast-paced environment (prior experience in technology, infrastructure, or telecommunications sectors like fiber ops is a strong plus).

Core Competencies & Skills:

• Software Proficiency: Strong hands-on experience with project management tools (e.g., Asana, Trello, ClickUp, Jira, or MS Project) and collaborative suites (Google Workspace/MS Office).
  
• Organisational Skills: Exceptional time management skills with a proven capacity to manage fragmented tasks, prioritize effectively, and meet tight deadlines.
  
• Communication: Excellent written and verbal communication skills, with the ability to draft professional updates, process documentation, and meeting minutes clearly.
  
• Problem-Solving: Proactive attitude with strong initiative; ability to identify operational bottlenecks and suggest practical solutions.

Performance Indicators (KPIs) sucess looks like:

• Documentation Accuracy: 100% up-to-date and audit-ready project files and tracking sheets.
  
• Milestone Tracking: Timely follow-ups and reporting on delayed deliverables before they impact critical paths.
  
• Meeting Efficiency: Agendas circulated 24 hours prior, and meeting minutes/action points distributed within 24 hours post-meeting.
  
• Inter-departmental Alignment: Smooth coordination of logistics and procurement pipelines with minimal project downtime.