Project Secretary / Document Controller

Job highlights

• Diploma or Bachelor's in Business Administration or related field with experience as Project Secretary or Document Controller and strong knowledge of document control systems
• Maintain and organize project documentation, control drawings issuance, provide administrative and HR support, coordinate with teams and vendors, prepare reports, and act as site contact for documentation queries

Role & responsibilities

Documentation & Records Management

• Maintain and organize all project documentation, including contracts, correspondence, reports, and records.
• Ensure proper filing (both hard copy and electronic) and easy retrieval of documents.
• Maintain document control registers and logs as required by project standards.

Drawings Issuance & Control

• Handle the issuance, tracking, and distribution of drawings and technical documents to site teams and relevant stakeholders.
• Maintain drawing registers, revisions, and transmittal records.
• Ensure only the latest approved drawings are circulated and used on site.

Administrative & Coordination Support

• Provide day-to-day administrative support to the Project Manager and site team.
• Coordinate and follow up daily with team members to ensure timely completion of assigned tasks.
• Communicate and follow up with vendors, suppliers, and subcontractors regarding documentation, submissions, and approvals.

HR & Personnel Support

• Assist with site HR activities such as attendance tracking, leave records, onboarding documentation, and personnel files.
• Coordinate with the HR department for employee-related requirements, site mobilization, and demobilization.
• Support compliance with company HR policies and site regulations.

Reporting & Communication

• Reporting to Director Projects
• Prepare daily, weekly, or monthly reports as required by the project team.
• Record and distribute meeting minutes, notices, and internal communications.

Act as a point of contact for administrative and documentation-related queries on site.

Preferred candidate profile

Diploma or Bachelors degree in Business Administration, Office Management, or a related field.

• Minimum experience as a Project Secretary, Site Secretary, or Document Controller
• Strong knowledge of document control systems and procedures.
• Proficiency in MS Office (Word, Excel, Outlook) and basic document management tools.
• Good communication and coordination skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced project environment.
• High level of accuracy, confidentiality, and organizational skills.