Project Administrator

Tsebo Facilities Solutions is looking for a Project Administrator to provide administrative and coordination support across the full project lifecycle to ensure projects are delivered on time, within scope, and aligned to service level agreements.The role supports planning, execution, reporting, and stakeholder engagement under the guidance of the Project Manager or Project Lead.

As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people – the heart of Tsebo – is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

Duties & Responsibilities

Project Coordination & Administration

• Support planning, budgeting, scheduling, and execution of projects
• Coordinate work across internal teams, suppliers, contractors, and clients
• Track project progress and ensure timelines and deliverables are met
• Raise and manage work orders and purchase orders (TFS/BBM)
• Monitor project budgets and highlight variances
• Assist with project documentation, business cases, and approvals
• Identify and manage project risks and escalate where required
• Maintain accurate project records and documentation
• Conduct site visits where required

Administrative Support

• Maintain organised filing systems for all project documentation
• Prepare reports, presentations, and meeting minutes
• Coordinate meetings and ensure follow-up actions are tracked
• Ensure timely flow of information between stakeholders
• Analyse and consolidate data for reporting purposes
• Support smooth day-to-day project operations

Stakeholder Management

• Build and maintain relationships with clients, suppliers, and internal teams
• Communicate project status clearly and consistently
• Ensure stakeholder requirements are understood and addressed
• Support conflict resolution and issue management

Customer Service

• Respond to and resolve customer queries in a timely manner
• Ensure client expectations are met throughout the project lifecycle
• Maintain a customer-focused approach in all interactions

Reporting

• Prepare weekly and monthly project reports
• Track key metrics, budgets, and progress updates
• Maintain records including approvals, compliance documents, and drawings
• Compile statistics and project summaries when required

Compliance & SHEQ

• Adhere to Tsebo SHEQ policies and procedures
• Ensure compliance with relevant project governance frameworks
• Maintain confidentiality of sensitive information

Additional Duties

• Support continuous improvement of processes
• Take accountability for own performance and deliverables
• Assist with tasks outside scope when required by management

Skills and Competencies

Technical Skills

• Microsoft Office (Word, Excel, Outlook) – advanced level
• Microsoft Project or similar tools
• Experience with ERP systems (e.g. InforEAM, Axapta) advantageous
• Project scheduling and reporting
• Financial tracking and cost reporting

Behavioural Competencies

• Works effectively with others and builds strong relationships
• Demonstrates integrity and professionalism
• Adapts to changing priorities and environments
• Manages pressure and maintains performance
• Takes ownership of tasks and delivers quality outcomes
• Follows processes and complies with procedures

Qualifications

Experience

• Grade 12 (Matric)
• Minimum 3 years in project administration or coordination
• Experience working with multiple stakeholders
• Exposure to budgeting, reporting, and project tracking
• Experience with financial/admin systems and processes