Overview
Administrative Assistant – Process Control & Coordination Jobs in City of Johannesburg, Gauteng, South Africa at Office Beacon LLC
Title: Administrative Assistant – Process Control & Coordination
Company: Office Beacon LLC
Location: City of Johannesburg, Gauteng, South Africa
JOB DESCRIPTION
Title: Administrative Assistant – Process Control & Coordination
This company provides owner-side representation for residential and commercial construction projects. We bring structure, clarity, and accountability to complex builds by implementing disciplined project process control systems.
Our work centers around:
● Centralized tracking systems
● Decision management
● Contractor accountability
● Clear communication across all stakeholders
About the Role
This is not a typical administrative role. You will be responsible for maintaining the core project process control systems that we deliver to clients including:
● Master Action Logs
● Decision Logs
● Change Order Tracking
● Weekly Priorities
● Financial software – Quickbooks
● Google drive ecosystem
These systems are the backbone of how we restore control and visibility to construction projects
Key Responsibilities
Project Process Control Systems
● Maintain and update:
○ Master Action Log
○ Decision Log
○ Change Order Log
○ Weekly Priority Tracker
○ Calendaring system – logging meetings, deadlines, reminders
○ Naming conventions for folders, sub-folders, documents
● Ensure all project data is accurate and up to date
Project Coordination
● Track:
○ Open items vs completed items
○ Ownership and due dates
○ Critical path items
● Prevent duplicate discussions and missed decisions
Weekly Coordination Support
● Prepare weekly project summaries
● Document meeting notes and decisions
● Update tracking systems immediately after meetings
Communication Management
● Coordinate communication between:
○ Clients
○ Contractors
○ Internal team
● Ensure all communication flows through a centralized system
Document Management
● Organize and maintain:
○ Contracts
○ Proposals
○ Permits
○ Project files
Change Order & Financial Tracking Support
● Track change orders and status
● Assist in maintaining project cost summaries
● Flag inconsistencies or missing information
● Budgeting and cash flow management
Required Skills
● Exceptional organization and attention to detail
● Strong written and verbal communication
● Ability to manage multiple projects simultaneously
● Proficiency in Google Workspace (Sheets required)
● Experience with project tracking systems
● Basic to mid-level financial knowledge in budgeting, forecasting, and cash flow reporting
Preferred Experience
● Construction admin / project coordinator
● Real estate or property management
● Experience with project management tools e.g. Buildertrend, Procore, or similar
● Familiarity utilizing AI tools
● Marketing experience
Ideal Candidate soft skills
● Highly organized and process-driven
● Proactive and detail-obsessed
● Calm under pressure
● Strong communicator
● Accountable and reliable
Compensation
● Growth opportunity into operations or project management
