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Job Summary
Luxury Hotel Group is requiring a Project & Admin Assistant. This dual-purpose role requiries a blend of high-level administrative coordination, financial numeracy, and physical stamina. This individual will support the Project Manager in the seamless execution of interior and furniture projects, overseeing everything from cost schedules and supplier liaison to the physical supervision of site deliveries and furniture placement. MINIMUM REQUIREMENTS & QUALIFICATIONS: Education: Matriculation essential. Experience: 2 to 3 years of work experience, specifically including Project Management and Logistics. Financial Literacy: Strong numeracy skills are essential. Proficiency in bookkeeping and reconciling accounts is required. Technical Skills: Computer literacy (MS Word, Excel, Email). Travel & Compliance: Valid SA Passport; own reliable transport is essential. Must be prepared to travel cross-border/out of town for extended periods, including weekends. Physicality: Must be physically fit and energetic; the role requires "heavy lifting" (moving fabric samples, containers, and furniture). Attributes: Detail-oriented, non-smoker, proactive ("thinks on feet"); and able to take direction well under pressure. KEY RESPONSIBILITIES: Financial & Project Administration: Update and maintain complex cost schedules with actual amounts against supplier invoices. Reconcile all payments (in/out) and verify cost schedules against paid ledgers for individual apartments/units. Generate payment requests for Head Office and ensure they are processed timeously. Calculate income per unit to ensure funds are received or partial payments are made prior to expenditure. Record all sales, maintaining a master list of orders, income, and expenditure. Manage project-specific filing, archiving, and the creation of individual unit files. Logistics & Site Coordination: Coordinate and follow up on supplier orders and deliveries. Liaise with hotel staff regarding site access, housekeeping, security, and key holding. Accept on-site deliveries and organize the movement of goods to specific apartments or warehouses. Supervise the unpacking and setting out of furniture and accessories. Conduct inventories in conjunction with suppliers and relevant department heads. General Operations: Organize and maintain the Fabric Room (samples, boards, and filing selections). Liaise with Maintenance to provide costs for repairs and ensure internal hard finish invoices are submitted correctly. Draft orders for Manager approval, ensuring all quotes and invoices are attached and scanned to accounts. Attend project meetings as required and manage any other activities as directed by management. KEY PERFORMANCE INDICATORS (KPIs): Financial Accuracy: 100% reconciliation between cost schedules, supplier invoices, and ledgers with zero discrepancy at month-end. Order Timelines: 0% delay in payment requests reaching Head Office; ensuring suppliers are paid within agreed terms to prevent project bottlenecks. Site Readiness: Ensuring 100% of furniture deliveries are supervised, inventoried, and placed correctly according to the project timeline. Administrative Integrity: Maintenance of an up-to-the-minute master list for all sales, apartment types (Rental Pool vs. Private), and expenditure. Logistical Efficiency: Optimization of the Fabric Room and storage areas to ensure samples are easily accessible and organized for the design team. EMPLOYMENT TERMS: Hours: 07h00 to 16h00 (Negotiable). Overtime may be required without additional payment. Leave: 15 working days per annum (usually aligned with December builder’s holidays). Benefits: Medical Aid, Pension, and Group Life/Disability coverage upon confirmation of permanent employment (after 3-month probation).
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