EXECUTIVE SECRETARY (FEMALE) – MECHANICAL Engineer

Job Summary

Executive Secretary Responsibilities

• Manage daily schedules, appointments, meetings, and travel arrangements for management.
• Prepare official correspondence, emails, reports, presentations, MOM (Minutes of Meeting), and internal documentation.
• Coordinate communication between management, clients, consultants, suppliers, subcontractors, and project teams.
• Maintain confidential files, contracts, agreements, and company records.
• Handle incoming calls, inquiries, and follow-up actions professionally.
• Organize meetings, prepare agendas, and monitor action items until closure.
• Support tender submissions, proposal preparation, and document compilation.
• Maintain proper filing and document control systems for projects and administration.
• Assist management in tracking project deadlines, payments, approvals, and operational matters.
• Coordinate with HR, accounts, procurement, and project departments when required.

Mechanical Engineer Responsibilities

• Assist in mechanical engineering design review and coordination.
• Review HVAC, plumbing, firefighting, and mechanical shop drawings and technical submissions.
• Coordinate with consultants, contractors, suppliers, and site teams for mechanical works.
• Prepare BOQ verification, quantity take-offs, material submittals, and technical documentation.
• Monitor site progress and ensure works are executed according to approved drawings and specifications.
• Attend technical meetings and prepare engineering reports and progress updates.
• Support procurement team in material selection and technical comparisons.
• Assist in project planning, scheduling, and coordination of mechanical activities.
• Ensure compliance with safety standards, local authority regulations, and project quality requirements.
• Follow up on inspections, approvals, testing, and commissioning activities.