Ria Bruwer

Programme Administrator – ERP Transformation Programme
Reporting to Programme Manager, Project Controls Manager & Project Managers – Core Project & Systems Implementation

• Provide high-level administrative and operational support.
• Maintain comprehensive records of employees, programme activities, and deliverables, enabling leadership to monitor progress and make informed decisions.
• Compile and present detailed weekly PMO reports, highlighting key metrics, risks, and progress across multiple project streams.
• Coordinate and manage all project meetings, workshops, and Steering Committee sessions, including agenda preparation, minute-taking, action tracking, venue booking, travel, and accommodation.
• Assist in facilitatingt team engagement initiatives, employee recognition programmes, and sourcing of company-branded items and gifts to support morale and corporate culture.
• Partner with Project Controls, Project Management, and Systems Implementation teams to ensure alignment, streamline processes, and support critical project deliverables.
• Oversee document management, ensuring timely preparation and provision of materials for audits, compliance reviews, and governance reporting. EDMS - Aconex.
• Participate in training and system adoption initiatives (e.g., Coupa) to strengthen programme efficiency and team capability.
• Proactively manage logistical, administrative, and coordination tasks to enable senior leadership to focus on strategic objectives, contributing directly to programme success.

• Provided comprehensive project, commercial, and administrative support across multiple projects (Capital and SIB), ensuring smooth operations and efficient workflows.
• Developed and implemented standardized processes and procedures to optimize document management, project communication, and operational efficiency across projects.
• Controlled, archived, and managed all technical and commercial documentation, facilitating the flow of information across engineering, construction, and commercial teams.
• Implemented systems to streamline the creation, distribution, and retention of internal and external project documentation, ensuring accessibility and compliance.
• Coordinated with Procurement and Contracts teams regarding tender packages, signed contracts, and addendums, ensuring timely follow-up and accurate records.
• Compiled, formatted, and published project reports and documentation, providing actionable insights to support project leadership and decision-making.
• Administered project closeout processes in alignment with IDM guidelines, ensuring all deliverables were completed, archived, and compliant.
• Monitored document turnaround times, consistently achieving and maintaining a 24-hour processing target to support project efficiency.
• Assisted the Commercial Manager with issuing Compensation Events, Early Warnings, PMIs/EAI, and TEAR documents, contributing to commercial governance and risk management.
• Conducted quality checks on payment certificates and official correspondence to ensure accuracy and completeness prior to approval and further processing.
• Managed document flow between personnel and departments, maintaining high standards of accuracy, quality, and timely distribution.
• Supported ad-hoc administrative and project tasks as required, providing flexibility and proactive assistance to project teams.

• Delivered expert document control and quality assurance on Key360, ensuring project documentation accuracy and compliance.
• Generated and reviewed User Requirement Specifications (URS), maintaining clarity, consistency, and high-quality documentation standards.
• Designed visual representations of project structures, workflows, and Key360 journeys, including organograms, flowcharts, and process visuals, improving team understanding and adoption.
• Customized Key360 forms, templates, and workflows to streamline processes and enhance operational efficiency across projects.
• Led training sessions on new procedures within Key360, ensuring consistent application and compliance across project teams.
• Managed Key360 setup and rollout, supporting seamless system adoption and effective change management.
• Developed and maintained dashboards to provide actionable insights into project performance, KPIs, and progress tracking.
• Supported commercial management and costing responsibilities, including estimates, contract management, purchase orders, cashflow, scope changes, change management, and cost reporting, contributing directly to informed decision-making and project governance.

• Provided a support function in project management controls in arranging all progress and commercial meetings between the Contractor and other parties. Further integrated with all internal departments (HR, Quality, Safety, Engineering, Procurement, Construction, Stores) to obtain any required information for further external processing and submission.
• Rendered all administrative functions to the Project, General, Contracts and Construction manager.
• Generated weekly, monthly, quarterly, and yearly reports on project progress and concerns, with inputs received from various department representatives.
• Coordinated all official incoming and outgoing correspondence and kept a trigger register to meet specified response dates and requirements.
• Document control functions - Managed the electronic transfer of documents and data to internal and external project participants. This included all official letters, drawings, SOW’s, claims, variation orders, engineering change notices and other technical documents.
• Updated all project relevant processes and procedures.
• Reviewed documents for typographical errors, misinformation, spelling, and punctuation errors that would result in a document's disqualification.
• Issued all approved invoices to the accounts department for payment.
• Claims management – tracked claim notices and early warnings in terms of contractual response times.
• Monitored and processed municipal accounts of employees who resided in company housing.
• Assisted the quantity surveyors in the preparation of required back up for the monthly progress certificate. Also submitted the official IPA and IPC to the Client via transmittal.
• Contributed to the preparation and submission of claims such as, Extension of Time, acceleration, standing time, scope growth.
• Prepared and submitted contractual notifications on early warnings, impact notices and force majeures.
• Responsible for the handling and reconciliation of petty cash on site.
• Appointed chairperson for disciplinary hearings.

• Managed requests for welder stamps.
• Compiled daily production sheets.
• Processed drawings, NDT reports, chart numbers and consumables used

• Maintained records of payments and documentation of credit and cash transactions.
• Processed invoices from creditors/cash service providers and entered details into system (Pastel).
• Issued requisitions and wrote out cheques.
• Handling of petty cash.
• Writing of all correspondence.
• Switchboard assistance.