Project Secretary

Key Responsibilities

1. Secretarial & Administrative Activities

• Provide day-to-day secretarial and administrative support to the Project Manager and Project Team.
• Manage schedules, meetings, appointments, correspondence, and minutes of meetings.
• Prepare letters, reports, presentations, trackers, and other project-related communications.
• Maintain confidentiality of project and company information.
• Coordinate internal and external communications on behalf of the project team.

2. Document Management

• Maintain and organize project documents, records, correspondence, and reports.
• Ensure proper filing, indexing, version control, and retrieval of project documents.
• Coordinate with Document Control and project teams for timely submission and circulation of documents.
• Maintain project trackers and MIS reports as required.
• Ensure documents are maintained in accordance with company/project procedures.

3. IFS Handling

• Handle day-to-day project-related activities in IFS (ERP).
• Support creation and processing of purchase/service-related requests, work orders, receipts, and other project transactions.
• Update and monitor relevant project information in IFS.
• Coordinate with Finance, Procurement, Commercial, and Project teams for timely closure of IFS transactions.
• Follow up on pending transactions and ensure accurate data entry and documentation.

4. Invoice / Bill Processing & Closure

• Coordinate with vendors, subcontractors, site teams, commercial, and finance teams for invoice processing.
• Track submitted invoices and bills and ensure timely processing and closure.
• Verify availability of supporting documents before submission for processing.
• Maintain invoice/bill trackers and follow up on pending approvals.
• Support reconciliation and closure of outstanding project-related bills.

5. Coordination with Projects & Site Teams

• Act as a coordination point between the Project Office, Site Teams, Corporate Functions, and other stakeholders.
• Follow up with site teams for required documents, reports, approvals, and information.
• Coordinate project meetings, site visits, travel arrangements, and related logistics when required.
• Ensure timely flow of information between project and site teams.
• Support the Project Manager in tracking pending actions and deliverables.

6. Project Administrative Support

• Support project mobilization and demobilization activities.
• Maintain project manpower, attendance, travel, accommodation, and other administrative records as required.
• Assist with purchase requests, office requirements, stationery, logistics, and other project administrative needs.
• Prepare periodic administrative reports and MIS.
• Support audits and provide required project records and documents.
• Perform other project-related administrative responsibilities assigned by the Project Manager.