Cape Town City Centre: Project Coordinator / Administrator (ClickUp) (CPT Hybrid)

About the Role

A leading SharePoint Consultancy is seeking a meticulous and proactive Project Coordinator / Administrator to support the Project Manager in coordinating, tracking, and administering project activities across multiple client engagements. This role requires a proactive individual who can take ownership of day-to-day coordination activities and progressively grow into anticipating risks, identifying gaps, and supporting overall delivery effectiveness.

Key Responsibilities

• Manage and coordinate project meetings across multiple teams and stakeholders.
• Maintain calendars and ensure optimal scheduling across project activities.
• Assist in preparing meeting agendas where required.
• Attend project meetings and capture structured, high-quality meeting notes.
• Clearly document decisions, actions, owners, and deadlines.
• Distribute meeting notes and track actions through to completion.
• Own and maintain ClickUp boards to ensure accuracy, consistency, and usability.
• Ensure all project tasks are properly created and assigned.
• Clearly define with relevant details.
• Update regularly with progress and status.
• Drive accurate task updates to support timesheet integrity and reporting.
• Monitor task timelines and:
• Actively track and highlight overdue tasks.
• Follow up with task owners to obtain updates and revised timelines.
• Escalate unmanaged or persistently overdue items.
• Maintain overall task visibility to support delivery tracking, resource utilization, and accurate time and effort reporting.
• Actively chase internal team members for updates on tasks and deliverables.
• Ensure timely updates to tasks to prevent misalignment with timesheets.
• Maintain visibility of incomplete, overdue, or unassigned work.
• Escalate blockers, delays, or inconsistencies to the Project Manager.
• Provide administrative support across deliverables.
• Ensure project artefacts are properly stored and maintained (e.g., SharePoint).
• Support the organisation and structure of project documentation.

Requirements

1–3 Years experience in a Project Administration or Coordination role.

Experience supporting Delivery teams or Project Managers preferred.

Relevant Degree or Diploma advantageous but not essential.

Experience with project/task management tools (e.g., ClickUp, Jira, DevOps).

Proficiency in Microsoft Office (Excel, Word, Teams).

Familiarity with SharePoint or document management systems.

Qualifications

No formal education or certifications are required for this role.