Project Administrator

Cape Town - Century City, WC ZA (Primary)

Description

Zutari is a well-established, management-owned engineering firm with almost 90 years' experience. As human-centred engineering consultants and advisors, we are trusted by our clients, business partners, communities and other stakeholders across Africa.

We co-create engineering solutions that have a positive impact and improve people's lives. Zutari values inclusion and recognises the importance of a diverse, talented workforce, believing that people need other people to succeed.

We employ people with the right attitude and a positive mindset, who are motivated by doing the right thing, getting things done and share a sense of urgency. People who have an impact in our teams and broader community. People who think differently and connect with those around them to co-create new opportunities and leave a meaningful legacy.

We are seeking a Project Administrator to provide high‑quality administrative and coordination support to a BIM consulting and design coordination team on a large infrastructure project. The role focuses on meeting coordination, minute taking, action tracking, and document management within a structured project environment. This is not a technical BIM role – it supports governance, reporting and communication across multiple stakeholders.

Meeting & Coordination Support

• Schedule and coordinate project and design meetings (in‑person and virtual).
• Manage meeting calendars, invitations, venues/links, and attendee lists.
• Maintain a forward meeting schedule and ensure key meetings run on a regular cadence.
• Prepare and issue agendas, pre‑read material, and attendance registers.
• Confirm required attendees and track RSVPs.

Minutes, Actions & Decisions

• Take accurate minutes for technical and governance meetings.
• Issue minutes within agreed time frames (typically 24–48 hours).
• Compile clear action lists with owners, due dates, and status.
• Track action progress, send reminders, and follow escalation procedures when actions are overdue.
• Maintain a decision log recording what was decided, by whom, and when.

Document & System Administration

• Upload and file meeting records, presentations, and supporting documents in the project document management system (CDE).
• Apply correct naming, dates, revisions, and metadata to documents.
• Ensure links shared in invites and minutes point to the correct document locations.
• Assist with managing access requests to project systems (request tracking only; no approval authority).
• Support basic system housekeeping by identifying missing or outdated records.

Reporting & General Support

• Assist the project team with administrative inputs to reports and governance summaries.
• Act as a reliable point of contact for day‑to‑day coordination queries.
• Maintain organised, audit‑ready records at all times.
• Matric / Grade 12 (or equivalent).
• 3–5 years’ experience in a project administration or coordination role.
• Experience working on built environment or infrastructure projects.
• Proven ability to:
  • Take clear and accurate meeting minutes
  • Track actions and follow up with stakeholders
  • Work within a structured document management system
• Experience using project document systems such as SharePoint, Aconex, Project Wise, BIM 360 / ACC, Asite, or similar.
• Comfortable working with multiple stakeholders and tight deadlines.
• High attention to detail and strong written communication skills.
• Professional, discreet, and organised.
• Exposure to BIM, design coordination, or technical project environments.
• Familiarity with formal governance or regulated infrastructure projects.

We believe that a diverse workforce is key to our business success. We seek the best people for our jobs based on their skills, qualifications, and experience. We embrace the principle of equal opportunity in employment, and we work towards eliminating all forms of unlawful discrimination in our employment practices. In support of diversity and the equal opportunity principle, preference will be given to individuals from designated groups within South Africa.