Site Secretary

Bhatia Group; Dubai; On-site; AED 112,000 - 167,000; Full time

Job summary

Bhatia Group is seeking an experienced Site Secretary to provide efficient administrative and secretarial support at our construction site in the UAE. The ideal candidate has a minimum of 5 years in the UAE construction industry and is familiar with site documentation, coordination, correspondence, and day-to-day administrative activities.

The role involves supporting the Site/Project Manager and site team, organizing and maintaining site documents, and coordinating with head office,

Qualifications

• Minimum 5 years of UAE construction industry experience.
• Previous experience working as Site Secretary / Project Secretary / Construction Secretary is preferred.
• Good knowledge of construction-site documentation and administrative procedures.
• Proficiency in MS Office, particularly Word, Excel, Outlook, and document management systems.
• Good English communication and writing skills.
• Strong organizational and coordination skills.

Responsibilities

• Provide comprehensive secretarial and administrative support to the Site Manager/Project Manager and site team.
• Prepare, maintain, and organize site-related documents, records, reports, and correspondence.
• Manage incoming and outgoing emails, letters, memos, and official communications.
• Prepare and maintain daily, weekly, and monthly reports as required.
• Maintain proper filing systems for project documents, drawings, correspondence, and other records.
• Coordinate with Head Office, consultants, subcontractors, suppliers, and site personnel.
• Prepare meeting schedules, agendas, minutes of meetings, and follow-up action points.
• Maintain attendance records, staff lists, leave records, and other site administrative records.
• Assist with document submission, tracking, and follow-up with consultants and project teams.
• Handle telephone calls, correspondence, and routine site inquiries professionally.
• Support the site team with printing, scanning, photocopying, document distribution, and other administrative requirements.
• Maintain confidentiality of company and project-related information.
• Perform other administrative duties assigned by the Site/Project Manager.

Skills

MS Office

English communication

Organizational skills

Coordination

Tools

Document management systems

Job description

We are looking for an experienced Site Secretary to provide efficient administrative and secretarial support at our construction site. The ideal candidate should have minimum 5 years of UAE construction industry experience and be familiar with site documentation, coordination, correspondence, and day-to-day administrative activities.

Key Responsibilities

• Provide comprehensive secretarial and administrative support to the Site Manager/Project Manager and site team.
• Prepare, maintain, and organize site-related documents, records, reports, and correspondence.
• Manage incoming and outgoing emails, letters, memos, and official communications.
• Prepare and maintain daily, weekly, and monthly reports as required.
• Maintain proper filing systems for project documents, drawings, correspondence, and other records.
• Coordinate with Head Office, consultants, subcontractors, suppliers, and site personnel.
• Prepare meeting schedules, agendas, minutes of meetings, and follow-up action points.
• Maintain attendance records, staff lists, leave records, and other site administrative records.
• Assist with document submission, tracking, and follow-up with consultants and project teams.
• Handle telephone calls, correspondence, and routine site inquiries professionally.
• Support the site team with printing, scanning, photocopying, document distribution, and other administrative requirements.
• Maintain confidentiality of company and project-related information.
• Perform other administrative duties assigned by the Site/Project Manager.

Requirements

• Minimum 5 years of UAE construction industry experience is mandatory.
• Previous experience working as a Site Secretary / Project Secretary / Construction Secretary is preferred.
• Good knowledge of construction-site documentation and administrative procedures.
• Proficiency in MS Office, particularly Word, Excel, Outlook, and document management systems.
• Good English communication and writing skills.
• Strong organizational and coordination skills.
• Ability to manage multiple tasks and work under pressure.
• Must be familiar with the fast-paced working environment of construction projects.
• Immediate joiners will be given preference.