Site Project Secretary (Construction)
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Key skills for this role
About the Role
Provide administrative and secretarial support, manage documentation, coordinate communication, and maintain records for construction project efficiency.
Key Skills for This Role
Responsibilities
- Manage daily office administration at the project site
- Maintain Project Manager's calendar, meetings, and appointments
- Prepare meeting agendas and record Minutes of Meetings (MOM)
- Coordinate internal and external correspondence
- Maintain project files, registers, and records; organize incoming and outgoing correspondence
- Support document tracking through EDMS or document management systems
- Coordinate with consultants, subcontractors, suppliers, and internal departments
- Prepare weekly and monthly administrative reports
- Manage office stationery and consumables; coordinate travel and accommodation for visitors
- Maintain employee attendance records and keep confidential files securely
Requirements
- Experience in administrative and secretarial support for construction projects
- Proficiency in document management systems and Microsoft Office
- Strong organizational and communication skills
Full Job Posting
Overview
- To provide comprehensive administrative and secretarial support to the project management team, ensuring efficient documentation, communication, coordination, and record management for smooth execution of the construction project.
Key Responsibilities
- Administrative Support: Manage daily office administration at the project site; maintain Project Manager's calendar, meetings, and appointments; prepare meeting agendas and record Minutes of Meetings (MOM); coordinate internal and external correspondence.
- Document Control: Maintain project files, registers, and records; organize incoming and outgoing correspondence; ensure all project documents are properly filed and archived; support document tracking through EDMS or document management systems.
- Coordination: Coordinate with consultants, subcontractors, suppliers, and internal departments; follow up on pending approvals, submissions, and action items; arrange project meetings and prepare required documentation.
- Reporting: Prepare weekly and monthly administrative reports; update manpower lists, contact directories, and organizational charts; assist in compiling project progress reports and presentations.
- Logistics & Office Management: Manage office stationery and consumables; coordinate travel, accommodation, and transportation for visitors; arrange meeting rooms and hospitality for client visits; maintain office equipment and coordinate maintenance.
- Records Management: Maintain employee attendance records (where applicable); keep confidential files and contracts securely; maintain registers for incoming/outgoing mail, drawings, and documents.
- Communication: Draft professional emails, letters, and memos; act as the communication link between site teams and the head office; handle telephone calls and visitor reception professionally.
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