Cape Town: Project Coordinator / Administrator (ClickUp) (CPT Hybrid) posted by DataFin Recruitment

ENVIRONMENT:

A leading SharePoint Consultancy seeks a meticulous & proactive Project Coordinator / Administrator who will support the Project Manager in the coordination, tracking, and administration of project activities across multiple client engagements. This role is responsible for maintaining delivery structure, ensuring accurate tracking of tasks and actions, and proactively driving internal accountability. You will play a key role in ensuring projects run efficiently by managing coordination, follow-ups, and system hygiene (primarily within ClickUp). The ideal candidate is 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. You will need 1-3 years experience in a similar role including experience with project/task management tools such as ClickUp, Jira, DevOps, proficiency in Microsoft Office (Excel, Word, Teams) & familiarity with SharePoint or document management systems.

DUTIES:

Project Coordination & Scheduling –

• 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.

Meeting Management & Action Tracking –

• 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.
• Maintain visibility of outstanding actions across projects.

ClickUp Management & Delivery Tracking (Core Focus) (Updated)

• Own and maintain ClickUp boards to ensure accuracy, consistency, and usability.

Ensure all project tasks are:

• Properly created and assigned.
• Clearly defined with relevant details.
• Updated regularly with progress and status.
• Drive accurate task updates to support timesheet integrity and reporting.
• Ensure that all logged work is aligned to correctly structured and maintained tasks.

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.
• Accurate time and effort reporting.

Proactive Follow-Ups & Coordination (Enhanced) –

• 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.

Project Administration & Documentation –

• Provide administrative support across deliverables.
• Ensure project artefacts are properly stored and maintained (e.g., SharePoint).
• Support the organisation and structure of project documentation.

Reporting Support –

• Assist in compiling weekly or periodic project status updates.
• Extract and consolidate key updates from ClickUp and team inputs.
• Highlight key risks, delays, and outstanding items for review.

Key Outcomes / KPIs:

• ClickUp boards are consistently accurate, up to date, and well maintained.
• Minimal overdue tasks without visibility or active follow-up.
• All meeting actions are clearly tracked and closed on time.
• Team members are proactively followed without PM intervention.
• Project documentation is organised, consistent, and accessible.
• Project Manager time spent on administrative coordination is reduced.

REQUIREMENTS:

• 13 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.

ATTRIBUTES:

• Proactive and self-driven does not wait for instruction.
• Accountability-focused ensures tasks are completed and followed through.
• Confident communicator comfortable engaging and following up with internal teams.
• Structured and process-oriented values consistency and organisation.
• Forward-thinking (growth expectation) able to evolve into anticipating risks and gaps over time.
• Strong organisational and multitasking ability.
• High attention to detail and accuracy.
• Strong written communication skills.
• Ability to work across multiple projects simultaneously.