Desmaine Ashton Petersen

Highly organized and detail-oriented Project/Contracts Administrator with extensive experience in project administration, procurement, financial management, and compliance. Proven ability to manage multiple capital projects simultaneously, ensuring adherence to scope, cost, time, and quality baselines. Skilled in documentation management, stakeholder coordination, and the use of CRMs and PPM tools. Adept at maintaining compliance with institutional policies and delivering projects on time and within budget.

• Project Documentation Management: Maintaining and updating project documentation, Master Record Index (MRI), and SharePoint repositories.
• Schedule Management: Tracking progress, updating schedules, and distributing reports to stakeholders.
• Procurement Tracking: Preparing procurement motivations, monitoring orders, and escalating delays.
• Financial Administration: Preparing invoices, verifying payments, and updating budget reports.
• Compliance: Ensuring adherence to CoCT and CPMO policies and procedures.
• Logistical Support: Providing on-site support, tracking materials, and facilitating smooth project execution.
• Reporting: Producing performance reports on scope, cost, time, and quality.
• Stakeholder Coordination: Liaising with contractors, project managers, and internal teams.
• Tools: Proficient in CRMs, PPM tools, SAP, and Microsoft Office Suite.

Project/Contracts Administrator
Congestion Relief Program – Transport Infrastructure Implementation

• Administered contracts and documentation for 10+ capital projects, including Jip De Jager Dualling, Saxdown/Langverwatch Extension, and Kommetjie Phase 3, ensuring compliance with project scope, cost, time, and quality baselines.
• Maintained and updated project documentation, including the Master Record Index (MRI), ensuring all records were compliant and stored on the CR SharePoint site.
• Monitored project schedules, tracked progress, and distributed updated reports to stakeholders, addressing risks, issues, and changes promptly.
• Prepared procurement motivations, tracked orders, and escalated delays to ensure timely delivery of materials and services.
• Managed financial administration, including preparing invoices, verifying payments, and updating budget reports to reflect actual vs. planned expenditures.
• Provided logistical support for project teams, attended site meetings, and tracked materials, issues, and payments during implementation phases.
• Ensured compliance with CoCT (City of Cape Town) and CPMO (Capital Project Management Office) policies, monitoring the quality of baseline project documentation.
• Produced comprehensive performance reports on project scope, cost, time, and quality, ensuring transparency and accountability.
• Collaborated with contractors, project managers, and internal teams to facilitate smooth project execution and resolve issues promptly
• Successfully administered 10+ capital projects under the Congestion Relief Program, ensuring all were delivered on time and within budget.
• Improved procurement efficiency by 20% through proactive tracking and escalation of delays.
• Enhanced stakeholder satisfaction by providing timely and accurate project updates and reports.
• Play a key role in ensuring compliance with institutional policies, resulting in zero non-compliance incidents during project execution.

My responsibilities related to Traffic Signal System Monitoring and Liaison, as well as Adhoc Responsibilities. My tasks focused on ensuring the efficient operation, maintenance, and optimization of traffic signal systems, as well as providing support for special events, incidents, and stakeholder inquiries. Below is a detailed breakdown of the responsibilities:

• Monitor real-time traffic signal performance and make adjustments as needed.
• Analyze traffic patterns and recommend optimizations for signal timing and phasing.
• Coordinate with local authorities, contractors, and internal teams to ensure seamless traffic signal operations.
• Provide technical support and guidance for traffic signal upgrades and maintenance.
• Develop and implement traffic management plans for special events and incidents.
• Monitor traffic conditions during events and make real-time adjustments to traffic signals.
• Regularly update the ATC database with new intersection configurations, signal timings, and other relevant data.
• Ensure data accuracy and consistency across the database.

• Assisting Director PBDM
• Creation of Requisitions/ Reservations /Work Orders
• Liaise directly with the Director
• Doing all follow ups with outstanding work and completed work done
• ALL administration for the director
• Manage diary and set up of meetings
• Creating of Spreadsheet for projects assigned to me i.e
• Procurement of Goods and Services
• Manage all calls of the public and enquires and direct them to the relevant role player
• Liaising with stores for material availability on SAP
• Record keeping as per council policy
• Time and Attendance
• Assist with HR matters i.e
• Vacancies, Training

My role provided administrative and financial support to Superintendents in the Traffic Signals Construction Section, using SAP for:

• SAP proficiency, organization, communication, and attention to detail.
• Accurate work orders, budget tracking, and material management for timely project completion.

This role ensured efficient project execution through SAP-driven administration and stakeholder coordination.

• Providing administration support to the Superintendent Ottery Traffic Signals
• Logistical arrangements of material i.e
• Stationary, stock for squirrel store, cleaning material
• Fleet Management i.e
• Hire and services
• Time and attendance record keeping duties
• Logistical management General
• Maintain records, documents and registry of all financials
• Register and record keeping of all staff at depot
• Currently acting specialist clerk for the depot
• Monitoring, processing and reporting on district operational budgets
• Creating and submitting for procuring goods and services

• Providing administration support to the Manager of Integrated Public Transport Branch
• Controls work flow processes and output levels of ALL administrative personnel
• Administer and Co-ordinate time and attendance for the branch providing optimal guidance and support to employees
• Assist staff with employment information by rendering of a professional personnel service to the Branch
• Record keeping of all documents delegated from the Manger are kept updated
• Assisting with the logistical arrangements of events and functions
• Assisting with time and attendance record keeping
• Assisting in the logistical management of project workshops and meetings and scribing
• Processing reservations
• Assisting with maintenance records, documents and registry

This role provided administrative support to the Director of Transport, focusing on:

• Organizational, communication, and problem-solving skills.
• Attention to detail for accurate record-keeping.
• Timely project completion, updated records, policy development, and high customer satisfaction.

This role ensured efficient operations and supports the Director’s office through administrative and project management expertise.

This role provided comprehensive administrative support to the Manager: Transport Network Operations, focusing on:

• Strong organizational, administrative, and communication skills.
• Proficiency in SAP and HR systems.
• Knowledge of project management principles.
• Efficient event coordination, HR administration, and training programs.
• Accurate record-keeping and employee mapping on SAP.
• Development of policies and high customer satisfaction.

This role ensures smooth operations and supports the Transport Network Branch through administrative, HR, and logistical expertise

• Collaborated with management to develop policies, procedures, and guidelines for the department.
• Increased customer satisfaction through prompt responses to inquiries and effective problem resolution.