Key Program Administrator

Profession

Administrator for Consulting Engineering Company

Position in Firm

Key Program Administrator

Languages

English & Afrikaans

Proposed Position on Team

Administrative Staff in Bids and Compliance Unit

Years’ Experience

10 years in Engineering Consulting Company

Key Requirement

Previous Administrative work experience at Civil Engineering Consultant (preferred) or at Civil Engineering Construction Company

Must be able to work overtime as and when required

Must be organised (time management + planning)

Must be diligent, precise and exact in task execution

Proactive

Ability to Multi-task

Positive attitude and Problem Solver

Capability to lead

COMPUTER SKILLS:

•         Proficiency in MS Office Suite,

•         Adobe Acrobat

KEY SKILLS:

General

·        Ensuring policy and procedures are implemented and adhered to

·        Continually ensuring compliance of ISO requirements are met and maintained

·        Ensuring Contractors compulsory documentation are up to date

·        Purchase Orders

·        Prepare Letters for the appointment of Specialist Service Providers

·        Request for quotations (Geotech, OHS, Survey, environmental etc.),

·        Request for approvals (Time Claims, Provisional Sums, Compensation Events, etc.)

·        Notification in terms of Engineer’s representative appointment

·        Assist in Risk Reduction Registers (NEC3)

·        Ensure that wayleaves are timeously updated and when needed advice on renewals.

·        Regularly review and advise Supervisor of  all relevant Standards and Government                 compliance pertaining to assigned projects

·        Provide Administrative assistance to Project Manager and Technical Principles.

Project Procurement

·        Prepare Draft Construction Tenders and finalise with input from technical personnel

·        Prepare Pre-evaluation schedules (Summary of tenders, CIDB Grading, Bank Codes &             References),

·        Formatting Bills of Quantities for printing and inclusion in Tender Documentation

·        Compile and maintain library particular specification (Civil, Mechanical and Electrical)

Reports

·        Compile Close-Out Reports (with supporting documentation),

·        Draft Monthly MIG Reports,

·        Draft Monthly Progress Reports / Status reports,

·        Monthly EPWP Labour monitoring (Reports and supporting documents),

·        Formatting  of Technical Proposals, Inception and Design Reports,

·        Compiling of Monthly Project Steering Committee (PSC) reports.

Minutes / Meetings

·        Compile, edit, schedule and submission of bi-weekly project minutes (Main &                         Technical),

·        Monthly Internal Business Unit minutes,

·        Schedule, edit and maintain calendars of Project Managers within Business Unit.

Systems

·        Maintaining electronic and hard copy filing system (and updated as-and-when                         required).

·        Completing online Sci-Forma timesheets and managing project related issues raised.

Construction Compliance

·        Monitor and management the submission and filing of Site Photos, EPWP Labour                      Reports; CoC; Sureties and warranties

·        Construction / Performance Guarantee

·        Time-sensitive Contractual Documentation such as Tax Pin; B-BBEE; COIDA, etc

Registrations

·        Assist co-workers with professional registration and memberships with professional                 bodies.

ISO Audits

·        Assisted in ISO labels & files & registers,

·        Filing with relevant Family Code,

·        Maintain electronic file system and hard copy files in terms of ISO regulations.

Payment Certificates

·        Formatting Bill of Quantities: Item numbers corresponding to sectional & final                         summaries, Add and fix proper formulas, Spelling and sapcing Correcting references               within BoQ, Combining series of disciplines BoQ’s for tender purpose.

Reception Duties

·       Operating switchboard

·       Receiving and checking of delivery parcels

·       Assisting walk-in clients / Contractors.

PSP Bids

·        Compile CV’s according to Bid requirements.

·        Prepare all supporting documentation for personnel.

·        Keep personnel experience tables up to date.

·        Copy, scan, bind and package Bid once complete.

Vendor Database

·        Capture and update Vendor Database for Service Providers and Suppliers