Project Administrator (Cape Town)

Job description

OKHA Design Studio is an internationally acclaimed contemporary furniture and design studio known for its sophisticated, high-end creations that blend art, design, and functionality. We are looking for a detail-driven Project Administrator to join our dynamic team and provide vital financial and administrative support to our Project Managers.

This role is ideal for someone who thrives on precision, enjoys structure, and takes pride in ensuring accuracy across financial systems and project documentation

Generate

• Quotes, sales invoices, and purchase orders in the POS system (ERPLY).

Assist

• The production department with administrative tasks, including obtaining supplier quotes, following up with suppliers, and matching invoices to POs.
• Check and correct: Costing sheets for products and custom components (prepared by the production team), and create these items in ERPLY.

Provide

• Feedback reports to the creative director and financial director on project progress, delivery status, and forecasted balance payments.

Reconcile

• Supplier invoices before issuing them for payment.

Update

• Project expense sheets and other financial records to ensure complete accuracy.

Support

• Project managers or the creative director with general administrative assistance when required.

Process and issue

• Purchase orders upon request from project managers.

Ensure

• Orders are received and supplier invoices are matched correctly.

Manage

• Supplier payment processes to support efficient production and manufacturing.

Process

• Orders, reconcile invoices, and adjust stock levels accordingly.

Requirements

• Minimum 3 years’ experience in a detail-focused administrative or data management role (e.g. finance administrator, data administrator).
• Exceptional attention to detail and strong commitment to data accuracy and consistency.
• Highly analytical with excellent verification and problem-solving skills.
• Proficiency in Microsoft Excel and the full Microsoft Office Suite.
• Excellent written and verbal communication skills in English.
• Organised and methodical approach with the ability to manage multiple priorities under pressure.
• Proven ability to maintain accuracy and composure under tight deadlines.
• Strong interpersonal and communication skills with a collaborative, team-oriented mindset.
• Able to work independently while staying aligned with team goals.
• Demonstrates initiative, accountability, and professionalism in all interactions.
• Upholds confidentiality and integrity at all times.
• A Diploma in finance or bookkeeping will be advantageous.
• Must have a reliable high-speed internet connection (minimum 20 Mbps upload and download).