Project Secretary (Project Administration & Document Control)

About the role

The Project Secretary is responsible for providing administrative, documentation, coordination, and secretarial support to the Project Department and General Manager (Project). The role involves coordinating meetings and appointments, managing project correspondence and documentation, following up on consultant billing submissions, maintaining project records, and supporting the Project Team in the smooth and efficient administration of property development projects.

Key responsibilities

• Prepare and coordinate monthly project meeting schedules, arrange internal project meetings, consultant meetings, site meetings, and management meetings
• Prepare meeting notices, agendas, and supporting documents; attend meetings and accurately prepare meeting minutes
• Distribute meeting minutes and follow up on outstanding action items with relevant parties
• Receive, register, and distribute incoming correspondence, letters, emails, and project-related documents
• Prepare and issue outgoing correspondence on behalf of the Project Department
• Coordinate with consultants on the submission of monthly progress billing claims, invoices, certificates, and supporting documents
• Check the completeness of billing documentation before submission for processing
• Manage and maintain the appointment calendar of the General Manager (Project)
• Establish and maintain an organized filing and document management system for the Project Department
• Assist in preparing project reports, presentations, correspondence, and other documentation required by management

About you

• Diploma, Certificate, or equivalent qualification in Business Administration, Office Management, Secretarial Studies, Property Management, or a related discipline
• Minimum 2 years of relevant administrative or secretarial experience
• Experience in a property development, construction, engineering, consultancy, or project environment is preferred
• Strong organizational and administrative skills
• Excellent document management and filing skills
• Good minute-taking and report preparation abilities
• Strong communication and coordination skills
• Ability to manage multiple tasks, deadlines, and priorities
• High attention to detail and accuracy
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Familiarity with document management and electronic filing systems