Temp Project & RFP Administrator (Maternity Cover)

We’re looking for a highly organised and detail-driven Temp Project & RFP Administrator to join our team. This is a pivotal role supporting Group Leadership and Finance by driving project programming, managing RFP (Request For Proposal) processes, and ensuring seamless coordination across architectural teams.

This is an ideal opportunity for someone who thrives in a fast-paced, deadline-driven environment and enjoys working at the intersection of operations, finance, and project delivery .

Anywhere in SA | Maternity Cover | July 2026 to October 2026

What You’ll Do

Project Programming & Team Support

• Track production across teams and monitor project progress
• Support work projections and resource allocation
• Maintain and review team organograms
• Monitor project stages, durations, and deliverables to inform RFP programming

Financial & G-Sheet Management

• Oversee the Group’s G-Sheet, including fee projections and billings
• Administer invoicing processes in line with project programming
• Provide visibility on profitability and team capacity

RFP Process & Proposals

• Manage the end-to-end RFP and tender process
• Coordinate weekly RFP workflows and meetings
• Draft and structure fee proposals and client submissions
• Support negotiation processes and monitor responses/follow-ups
• Prepare schedules and documentation to support submissions

Contracts & Legal Coordination

• Assist with drafting and coordinating local and international client agreements (e.g. SAIA, FIDIC, RIBA)
• Work closely with Group Leaders and legal teams

Project Initiation & Systems

• Convert projects to ‘won’ status and trigger invoicing workflows
• Set up project teams and ensure accurate data transfer
• Maintain project lists and tracking systems (e.g. Vantage)

Team Coordination

• Resolve coordination issues across sub-teams
• Support resource planning and team alignment
• Improve processes and contribute to evolving office standards

What We’re Looking For

Skills & Experience

• Exceptional attention to detail and accuracy
• Strong organisational and multitasking abilities
• Confident communicator (written and verbal) with excellent English proficiency
• Ability to work independently and take initiative
• Strong stakeholder management skills across teams and senior leadership
• Experience managing sensitive or confidential information

Technical Skills

• Microsoft Excel and PowerPoint
• Project tracking/programming tools (Deltek Vantage advantageous)
• Understanding of project timelines, Gantt charts, and resource allocation

Personal Attributes

• Professional, proactive, and adaptable
• Calm under pressure with strong problem-solving ability
• Collaborative mindset with a strong service-oriented approach

Why Join SAOTA?

• Work at the forefront of internationally recognised architectural projects
• Collaborate with industry-leading designers and project teams
• Be part of a high-performance, design-driven environment
• Opportunity to grow your career in a globally respected practice

Apply Now

If you are highly organised, detail-oriented, and excited to support world-class architectural projects, we would love to hear from you.