Phoenix Marine Manufacturing is seeking a highly organized and detail-oriented Administrator to join our Design Department. This role is responsible for providing administrative and project coordination support to ensure the efficient management of design projects, resource allocation, reporting, and departmental operations.
Purpose of the Position
To provide comprehensive administrative and project coordination support to the Design Department. The successful candidate will be responsible for maintaining departmental records, tracking designers' hours and project activities, monitoring project timelines, coordinating communication, and ensuring accurate reporting to support the efficient delivery of design projects.
Key Responsibilities
Administrative Support
- Provide day-to-day administrative support to the Design Department.
- Manage departmental correspondence, filing systems, and records.
- Prepare, format, and distribute reports, presentations, and project documentation.
- Maintain accurate project files and ensure all records are up to date.
Project Coordination and Tracking
- Track and record designers' daily and weekly hours against allocated projects.
- Monitor project tasks, milestones, and deliverables to ensure deadlines are achieved.
- Maintain project schedules and assist in coordinating departmental workload planning.
- Follow up with designers and project stakeholders regarding outstanding tasks and project progress.
- Assist in identifying potential project delays and escalate concerns where necessary.
- Coordinate communication between the Design Department and internal stakeholders.
Reporting
- Compile and distribute weekly departmental reports, including:
- Designer hours utilization.
- Project progress status.
- Outstanding tasks and actions.
- Timeline adherence and milestone tracking.
- Resource allocation summaries.
- Prepare management reports and dashboards as required.
Documentation and Data Management
- Maintain project registers, document control systems, and revision records.
- Ensure all design documentation complies with company procedures and quality standards.
- Manage and update project tracking tools and databases.
- Process administrative documentation relating to suppliers, quotations, and purchase requisitions where required.
Departmental Support
- Schedule meetings, prepare agendas, and record meeting minutes.
- Support continuous improvement initiatives within the department.
- Assist with resource planning and administrative process improvements.
Competencies
Technical Competencies
- Advanced proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.
- Strong reporting and data analysis skills.
- Experience with project tracking, scheduling, and resource planning tools will be advantageous.
- Knowledge of document control processes and project administration will be advantageous.
- Experience within a design, engineering, manufacturing, or technical environment will be advantageous.
Behavioural Competencies
- Excellent organizational and planning skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple projects and priorities simultaneously.
- Strong communication and interpersonal skills.
- Proactive approach to problem-solving and follow-up.
- Ability to work independently and meet deadlines.
- High level of professionalism and confidentiality.
Qualifications and Experience
- Grade 12 (Matric) or equivalent.
- Minimum 3 years' experience in an administrative role.
- Strong Excel reporting skills are essential.
Ability to commute/relocate:
- Atlantis, Western Cape: Reliably commute or planning to relocate before starting work (Preferred)
Application Question(s):
- Are you a South African citizen?
- What is your expected monthly salary should you be successful?
- What would your notice period be?
- What is the reason you are looking for other work opportunities?
- Do you have a criminal record?
- If successful, reference and criminal checks will be done, do you have any concerns?
- What is your availability to conduct an interview?
- Have you ever been dismissed from a role - if yes please elaborate?
- The role is based in Atlantis, and the working hours are 07h30 – 16h30. Are you comfortable making the commute?
Education:
- High School (matric) (Preferred)
Experience:
- Administrative: 3 years (Preferred)
Work Location: In person
