Secretary cum Document Controller – Project Site

1. Document Control

• Receive, register, organize, and maintain all project-related documents and correspondence.

• Control the issue, revision, distribution, and retrieval of documents in accordance with project procedures.

• Ensure that the latest approved drawings and documents are available to the site team.

• Maintain proper records of superseded and obsolete documents.

• Prepare and distribute document transmittals to consultants, clients, subcontractors, suppliers, and internal departments.

• Monitor document submission and approval status and follow up on outstanding documents.

• File and maintain both electronic and hard-copy project records in an organized manner.

• Ensure confidentiality and proper access control of project documents.

2. Project Correspondence

• Prepare, format, and issue official letters, emails, notices, transmittals, and other project correspondence.

• Maintain an incoming and outgoing correspondence register.

• Record and track correspondence received from clients, consultants, subcontractors, and suppliers.

• Follow up with concerned departments/personnel for timely responses to pending correspondence.

• Maintain proper records of approvals, instructions, comments, and responses.

3. Secretarial & Administrative Support

• Provide day-to-day secretarial and administrative assistance to the Project Manager and site management team.

• Schedule meetings, appointments, site inspections, and project coordination meetings.

• Prepare reports, presentations, letters, spreadsheets, and other project-related documents.

• Handle incoming and outgoing calls, emails, and general correspondence.

5. Site Coordination

• Coordinate document flow between the site team, head office, consultant, client, subcontractors, and suppliers.

• Ensure that site personnel receive the required approved drawings, documents, and instructions.

• Coordinate with engineers, quantity surveyors, procurement, commercial, and planning teams for required documentation.

• Maintain proper records of site instructions, approvals, inspections, and project decisions.

6. Filing & Records Management

• Establish and maintain a systematic filing system for project documents.

• Maintain electronic folders and hard-copy files according to project requirements.

• Ensure documents are correctly named, indexed, dated, and version-controlled.

• Periodically check files to ensure completeness and accuracy.

• Assist in project handover by compiling and organizing final project documentation and records.

Desired Candidate Profile

Qualifications

• Bachelor's degree or Diploma in Business Administration, Secretarial Studies, Office Administration, or a related field.

Technical Skills

• Good working knowledge of MS Office – Word, Excel, PowerPoint, and Outlook.

Key Competencies

• Excellent organizational and time-management skills.

• Strong attention to detail and accuracy.

• Good written and verbal communication skills.

• Ability to prioritize and manage multiple tasks simultaneously.

• Strong follow-up and coordination skills.

• Ability to work under pressure and meet project deadlines.

• Professional and confidential handling of information.

• Good interpersonal skills and ability to coordinate with multicultural teams.

• Proactive approach to identifying and following up on pending documentation.

Salary Range:  Salary package in line with candidate experience and assessment

                             performance.