Somerset West: Project Administrator / Communications Officer posted by Helderberg Personnel

• Coordinate company projects initiated/driven by the CEO across multiple sites/buildings.
• Act as central point of contact between internal role players and external service providers.
• Set up project files, schedules, action lists, and trackers; ensure follow-through on deliverables.
• Arrange project meetings, site visits, and supplier engagements; compile agendas and minutes where required.
• Track progress, risks, dependencies and deadlines; escalate issues proactively.
• Maintain accurate project documentation, quotations, supplier information, and decision logs.

Stakeholder & Service Provider Liaison

• Liaise with internal teams (e.g., HR, Marketing, Design, Operations) to coordinate inputs and approvals.
• Brief and manage suppliers/service providers, ensuring requirements are clear and deadlines are met.
• Conduct local travel to meet service providers, visit company buildings, and support project roll-outs.

Executive Support, PA & Travel Coordination (Add to Key Responsibilities)

• Provide professional PA support to the CEO and selected members of the management/executive team.
• Manage diaries, meeting scheduling and logistics, ensuring priorities are aligned and deadlines are met.
• Arrange local and international travel for management, including flights, accommodation, transport, itineraries, visas (where applicable) and travel documentation.
• Coordinate travel budgets/approvals, obtain quotations, confirm bookings, and ensure all details are communicated clearly to travellers.
• Prepare and collate meeting packs and briefing notes as required, and assist with correspondence and follow-ups on behalf of the CEO/management team.
• Handle sensitive information with discretion, maintaining a high level of confidentiality and professionalism at all times.

Communications (Internal & External)

• Draft and compile project-related updates for internal stakeholders (emails, memos, staff updates).
• Assist with communications content linked to projects (announcements, notices, stakeholder updates).
• Support the company’s professional corporate image through clear, consistent communication.

General Administration

• Provide administrative support related to CEO projects and ad hoc initiatives.
• Maintain high levels of confidentiality and professionalism when handling business-sensitive information.

Minimum Requirements

• Post-matric qualification (Business Administration, Communications, PR, Project Management, Marketing or related).
• Fully bilingual in Afrikaans and English (spoken and written) – essential.
• Excellent writing skills (professional emails, project updates, reports, stakeholder communications).
• Strong organisational skills with proven ability to multitask and meet deadlines.
• High attention to detail; structured approach to planning and documentation.
• Confident communicator able to engage at executive, staff and supplier level.
• Solid computer literacy (MS Office; exposure to project/comms tools advantageous).
• Valid driver’s licence and willingness to travel locally for site visits and supplier meetings.

Experience Advantageous

• Project administration/coordinator experience (multi-stakeholder, deadline-driven projects).
• Exposure to supplier management and briefing (including chasing deliverables and quality control).
• Experience drafting internal communications or stakeholder updates.
• Exposure to corporate branding/communication workflows beneficial (no design required).

Personality & Fit

• Proactive, independent and able to “think ahead” without constant supervision.
• Calm under pressure; strong prioritisation when handling multiple projects at once.
• Professional, well-presented and service-oriented.
• Practical, solutions-focused and comfortable working across departments and sites.

Key Deliverables / Measures of Success

• Projects coordinated smoothly with clear documentation, timelines and stakeholder alignment.
• Service providers managed effectively with consistent follow-up and deadline adherence.
• Accurate tracking, meeting notes, and action items maintained and communicated.
• Clear, professional project communications delivered consistently.