Project Administrator

Project Administrator – SMEC

Company: SMEC / Surbana Jurong
Division: Construction & Pavements
Position: Project Administrator
Location: Durban, KwaZulu-Natal
Employment Type: Full-Time
Closing Date: 31 August 2026
Reference: JR116921
Minimum Education: Matric
Experience: Minimum 5 years in a similar administrative role

Job Overview

SMEC is seeking an experienced and highly organised Project Administrator to join its Construction & Pavements team in Durban, KwaZulu-Natal. The successful candidate will provide comprehensive administrative support to managers and project teams, ensuring that project documentation, tenders, quality records, timesheets, expenses, meetings and general office activities are handled accurately and efficiently.

This position is suited to an experienced administrator who is comfortable working in a professional project and construction environment, can manage multiple deadlines, and has excellent attention to detail. The role involves regular communication with managers, clients, sub-consultants and internal teams, as well as supporting tender submissions and project administration.

Primary Purpose of the Role

The Project Administrator will provide day-to-day administrative support to the Construction & Pavements team. Responsibilities include maintaining project files, capturing and updating data, managing quality-related documentation, preparing and formatting reports, processing staff timesheets and expense claims, taking meeting minutes, compiling bid and tender documentation, and arranging travel.

The successful candidate will also assist with ensuring project records remain compliant with the company’s quality management procedures and ISO 9001 requirements.

Key Responsibilities

General Administration

• Provide administrative support to managers and project teams.
• Type and format documents, reports and correspondence.
• Maintain structured and accurate filing systems.
• Manage scheduled diaries and appointments.
• Handle telephone and email correspondence with clients and sub-consultants.
• Provide ad hoc administrative assistance, including switchboard relief when required.
• Communicate updates and provide feedback to managers.

Tender & Bid Administration

• Compile bid and tender documentation.
• Coordinate the administrative requirements associated with tender submissions.
• Collect tender documents from clients in Durban and Pietermaritzburg.
• Ensure tender documents are delivered before the specified closing date and time.
• Compile proposals and ensure all required documentation is included.
• Prepare company registration certificates, project experience documents and updated CVs for tender submissions.
• Check submissions carefully to ensure they comply with individual client requirements.
• SANRAL tender experience will be advantageous.

Project & Quality Documentation

• Maintain accurate project filing and documentation.
• Ensure project folders comply with the company’s quality management procedures.
• Update project quality-related documents.
• Ensure documentation is correctly filed and referenced according to the company’s ISO 9001-accredited Quality Management System.
• Assist with preparation for internal and external quality audits.
• Compile project data sheets when projects are completed and submit them to Head Office.
• Regularly update employee CVs with new projects and qualifications.

Meetings & Presentations

• Send meeting invitations and requests.
• Arrange refreshments, catering and boardroom equipment where required.
• Prepare minutes for internal function group meetings.
• Compile professional PowerPoint presentations.
• Format reports and contract documents according to company branding requirements.

Travel & Staff Administration

• Arrange flights, car hire and accommodation for employees, clients and external staff.
• Assist with visa arrangements where required.
• Process weekly staff timesheet submissions.
• Process weekly expense claim submissions.
• Maintain accurate administrative records.

Office & Inventory Support

• Keep the function group’s storeroom and library organised.
• Monitor equipment cabinet inventory.
• Ensure project and administrative records remain accessible and properly organised.

Minimum Requirements

Applicants should have:

• Matric / Grade 12.
• At least 5 years’ experience in a similar administrative position.
• Strong general administration skills.
• Excellent written and verbal English communication skills.
• Strong interpersonal and organisational abilities.
• The ability to work independently as well as within a team.
• Strong attention to detail and accuracy.
• Excellent knowledge of Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
• High proficiency in MS Word.

Advantageous Experience

The following will be beneficial:

• SANRAL ITIS system reporting experience.
• SANRAL tender experience.
• Experience working within construction, engineering, infrastructure or consulting environments.
• Familiarity with quality management systems and tender administration.

Ideal Candidate

SMEC is looking for someone who is organised, dependable, detail-oriented and able to manage competing priorities. The ideal candidate should be comfortable working with confidential documentation, tight tender deadlines and multiple stakeholders.

Strong communication skills are particularly important because the role involves regular interaction with managers, clients, sub-consultants and Head Office.

The successful candidate should also demonstrate flexibility and initiative, with the ability to work independently while contributing positively to the wider Construction & Pavements team.

Working Environment & Growth

SMEC and Surbana Jurong value talented employees and are committed to creating an inclusive and supportive workplace where employees can develop their skills and contribute meaningfully. The organisation promotes collaboration, innovation and teamwork while encouraging employees to approach challenges creatively.

This is an opportunity for an experienced administrator to contribute directly to major construction and infrastructure-related projects while working alongside a professional team in Durban.

If you have strong administration experience, excellent Microsoft Office skills and the ability to manage project documentation and tender processes accurately, this could be a strong opportunity to take the next step in your career.

Closing Date: 31 August 2026
Location: Durban, KwaZulu-Natal
Job Reference: JR116921

 

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