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Project Administrator / Communications Officer

Somerset West
Salary: Market Related
Job Type: Permanent
Sectors: Admin Marketing Management
Reference: SW006084/AM

Apply before Feb 22 2026 | 30 Days left

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Vacancy Details

Employer: Helderberg Personnel cc

Somerset West. My client, an established agricultural concern based in Somerset West, is looking to appoint a dynamic Project Administrator / Communications Officer to join their team. The Project Administrator / Communications Officer will support the CEO by coordinating and administrating multiple company projects end-to-end. The role requires strong stakeholder management and communication skills to liaise with internal departments and external service providers, ensure deadlines are met, and maintain high-quality project documentation and updates. The incumbent must be proactive, able to work independently, and comfortable traveling locally to sites and service providers as needed.

Key Responsibilities

Project Administration & Coordination

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.

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About Helderberg Personnel cc

Based in Somerset West, Helderberg Personnel was established in 1998. The company initially started doing placements in the Helderberg Basin and over the years expanded nationally. Our background has proved to be invaluable in providing a high standard of recruitment, screening, evaluation and placement of candidates.

Our Value proposition:
The true value proposition of the Helderberg Personnel brand is our commitment to attending to our clients’ needs, culture and values and to ensure that, through comprehensive interviews with candidates, the overall match is determined to ensure a long term relationship. The identity of the client remains confidential at all times. We understand that our function is to ensure that the candidate must become a strategic partner to a business instead of a mere employee. Helderberg Personnel has achieved a steady growth over the last years and we have evolved into one of the leading agencies in the region. We have made placements cross functional, cross industry and up to senior management level.