Project Management Administrator (Manufacturing/Machinery)

Our client is a leading supplier and project manager for bottling, filling, and packaging equipment in Cape Town. Established in 1990, they serve clients in the beverage, food, edible oil, lube oil, and chemical industries. With offices in Johannesburg, Durban, and Cape Town, they provide expertise in design, specification, sales, installation, commissioning, servicing, spare parts supply, machinery overhauls and upgrades, equipment audits, and re-building of used equipment. Our client is the official agent for SMI, Enoberg & SMIpack in Southern Africa, offering comprehensive sales, technical support, and spare parts services.

Role Overview

This is a full-time Project Administrative Assistant role with our client, primarily based in Cape Town, with flexibility for some remote work. In this role, you will support the sales and project management teams by overseeing project timelines, coordinating communication between clients, suppliers, and internal teams, and ensuring targets and deadlines are met. This is a hybrid role requiring strong administrative and organizational skills.

You will assist with managing company profiles, handling travel arrangements for the sales, project management team, and technicians, and performing basic accounting tasks. Your role will also include general support for smooth project execution, helping with order processing, and ensuring project-related documentation is accurate and up to date.

Job Type: Full-time/Permanent

Location: Cape Town

Workplace: Hybrid

Requirements

• Strong administrative and organizational skills with attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to manage multiple priorities and work effectively under pressure.
• Experience in project administration or project management support is highly desirable.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, etc.)
• Proficiency in accounting software (Sage or Xero).
• Ability to multitask and balance 50% administrative tasks with 50% project, sales, and accounting duties.
• Familiarity with basic accounting and budgeting practices.
• Ability to work independently and as part of a collaborative team.
• Experience in the packaging or manufacturing industry is advantageous.
• Previous experience handling travel logistics and coordinating with external parties is a plus.

Responsibilities

• Provide administrative support to the sales and project management teams.
• Track project timelines and ensure milestones are achieved within deadlines.
• Manage communication between clients, suppliers, and internal teams.
• Monitor and coordinate order fulfillment with suppliers and logistics teams.
• Maintain and update project documentation, including budgets and schedules.
• Arrange travel for the sales and technical teams.
• Perform basic accounting tasks, such as processing invoices and tracking expenses.
• Assist in managing company profiles and updating internal records.
• Support with ad hoc administrative tasks to ensure smooth day-to-day operations.
• Sales Coordination: Support the sales team by processing orders, preparing sales quotes, and maintaining client communication to ensure smooth sales operations.
• Accounting Support: Utilize Sage or Xero to manage basic financial tasks such as invoice processing, expense tracking, and reconciliations. Ensure that project budgets are tracked and adhered to effectively.
• Customer & Vendor Communication: Act as a point of contact for clients and suppliers, managing phone calls professionally and efficiently to handle inquiries, provide updates, and address issues.
• Reporting: Prepare weekly and monthly reports on project status, sales metrics, and financial updates to support the management team in decision-making.