Site Project Secretary (Construction)

Confidential Company; Umm Al Quwain; On-site; AED 66,960 - 133,920; Full time

Job summary

Confidential Company in Umm Al Quwain is seeking an experienced Administrative Assistant to provide comprehensive support to the project management team on construction sites. You will manage documentation, schedules, meetings and correspondence to ensure smooth project execution.

The role requires strong organizational skills, proficiency in Microsoft Office, and familiarity with EDMS or document management systems.

Qualifications

• Bachelor's Degree or Diploma in Business Administration or related field.
• Certification in Office Administration is an advantage.

Responsibilities

• Manage daily office administration at the project site.
• Prepare meeting agendas and record minutes of meetings (MOM).
• Coordinate internal and external correspondence.
• Document control: maintain project files, registers and records.
• Draft professional emails, letters and memos.
• Act as the communication link between site teams and head office.
• Maintain employee attendance records where applicable.
• Maintain confidentiality and work under pressure.

Skills

Excellent communication

Strong organizational skills

Microsoft Office

Documentation

Confidentiality

Teamwork

Education

Bachelor's Degree or Diploma in Business Administration

Tools

EDMS

XPEDEON

PlanGrid

Job description

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
  • 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
  • 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

Qualifications

• Bachelor's Degree or Diploma in Business Administration or related field.
• Certification in Office Administration is an advantage.

Experience

• 3–5 years of experience as a Secretary or Administrative Assistant.
• Minimum 2 years in a construction or engineering environment is preferred.

Skills

• Excellent communication skills (English).
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with EDMS/XPEDEON/PLANGRID or similar document management systems is preferred.
• Good typing and documentation skills.
• Ability to maintain confidentiality and work under pressure.

Key Competencies

• Time management
• Attention to detail
• Professional communication
• Teamwork
• Initiative and problem-solving
• Customer service orientation
• Integrity and confidentiality

Key Performance Indicators (KPIs)

• Timely preparation and circulation of meeting minutes.
• Accuracy and completeness of project records.
• On-time filing and retrieval of documents.
• Response time to correspondence.
• Administrative support satisfaction from project stakeholders.
• Compliance with document management procedures.