Project Permits Administrator – Cape Town

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Project Permits Administrator – Cape Town

Engineering and Technical ~ Operations ~ Production and Manufacturing ~ Property
Western Cape

Purpose of the Position
The Permit Administrator is responsible for the end-to-end administration, coordination, tracking, and submission of Construction Work Permit (CWP) applications throughout their full lifecycle.
 
The role requires strict adherence to process checklists, firm communication timelines, and a zero-tolerance approach to incomplete submissions.
 
The Project Permit Administrator ensures that all permit applications are accurately managed, stakeholder communication is professional and timely, and all permit-related documentation is correctly filed, tracked, and maintained in accordance with Company requirements.
 
Qualification and Experience Requirements
    • Matric or Senior Certificate.
    • A minimum of three years’ relevant administrative experience.
    • Previous experience in project administration, permit administration, construction administration, consulting, or a similar operational environment will be advantageous.
    • An administration qualification, project administration qualification, office management qualification, or similar relevant qualification will be beneficial.
    • Proficiency in Microsoft Office, particularly Microsoft Word, Excel, and Outlook.
    • Experience using SharePoint, Smartsheet, project management systems, or similar software will be advantageous.
    • Experience maintaining electronic filing systems, project records, reports, quotations, and supporting documentation.
    • The ability to communicate professionally with stakeholders
 
Key Competencies
    • The successful candidate must demonstrate:
    • Strong administrative, organisational, and document-control abilities.
    • Excellent attention to detail and a high level of accuracy.
    • Strong time-management, planning, and prioritisation skills.
    • The ability to manage multiple projects, tasks, and deadlines simultaneously.
    • Strong written and verbal communication skills.
    • Professional client service and stakeholder-management abilities.
    • Strong follow-up skills and the confidence to obtain outstanding information.
    • The ability to identify problems, discrepancies, and potential delays proactively.
    • The ability to work independently while remaining accountable to the reporting structure.
    • The ability to follow instructions accurately and request clarification where necessary.
    • Reliability, professionalism, confidentiality, and sound judgement.
    • A commitment to maintaining Company standards, systems, processes, and procedures.
 
Key Responsibilities
    • Maintain accurate, complete, and up-to-date permit project information across the Permit Sheet, Smartsheet, and other relevant systems, ensuring that permit records reflect the current status at all times.
    • Manage construction work permit applications from initiation through to submission and approval, ensuring that all required documentation is obtained, checked, captured, and submitted within the required timeframes.
    • Actively follow up with clients, contractors, consultants, professional teams, and other stakeholders regarding outstanding documentation, permit requirements, approvals, and project-related information.
    • Monitor and update permit statuses, including Code Red and Code Yellow permits, provide regular progress updates, and escalate delays or unresolved matters to the relevant internal Stakeholders.
    • Create and maintain organised Outlook, SharePoint, and electronic project folders, ensuring that emails are filed once actioned, current documents are readily available, and outdated documentation is archived appropriately.
    • Maintain accurate project and quotation filing by moving potential, approved, unsuccessful, and completed projects into the correct directories together with all relevant supporting and approval documentation.
    • Maintain complete finance and commercial project records, including quotations, fee drawdowns, appointment documentation, pricing approvals, purchase orders, invoicing schedules, and relevant correspondence.
    • Complete project-specific information within the Company software accordingly, and timeously follow up with the relevant stakeholder.
    • Execute any other ad-hoc tasks and reasonable instructions from the reporting line and executive management, communicate progress or constraints proactively, and complete all assigned tasks accurately and within agreed deadlines.
 
Working hours:
    • Mondays: 07h30 – 19h00 (we have staff meetings from 17h00 – 19h00)
    • Tuesdays – Thursdays: 07h30 – 16h30
    • Fridays: 07h30 – 13h00
 
Location: Remote, except for our Monday staff meetings, which will be in person in Stellenbosch.