Project Secretary

Leigh & Orange Limited; Hong Kong; On-site; HKD 201,000 - 290,000; Full time

Job summary

Leigh & Orange Limited is seeking a Project Support/Administrative assistant in Hong Kong to handle project coordination, document control, and office administration for architectural projects. Fresh graduates or candidates with up to 1 year of relevant experience are welcome; experience with China projects is a plus.

Proactive, independent, and responsible professionals with strong organizational and communication skills are preferred.

Qualifications

• Bachelor's degree in Architecture or related field.
• Fresh graduates or 1 year of relevant project support/administrative experience.
• Experience with China projects is preferred.
• Proactive, independent, and responsible with strong organizational and communication skills.
• Proficiency in English, Chinese and Putonghua.
• MS Word, Excel, PowerPoint and Chinese word processing proficiency.

Responsibilities

• Coordinate project coordination & management and document control for projects.
• Arrange collection and distribution of bids / EOI / tender documents.
• Review bids/EOI/tender documents and follow up on meeting arrangement, tender submission, inquiries, and forms for submission.
• Liaise with vendors for tendering and project coordination.
• Schedule meetings and travel for the Project Director and team; manage time and logistics.
• Maintain tender indexing, folder setup and access rights; manage document collection and distribution.
• Report workload and delay risks; assist data collection and analysis.
• Supervise business units to complete tasks on time; help establish operational policies.
• Coordinate IT setup for online meetings; arrange team travel.
• Assist in expense-related correspondence and project email filing.
• Coordinate communications, process correspondence, and manage filing and reports.
• Handle office administration, HR matters and expense reimbursement.
• Organize office events to ensure smooth operations.

Skills

Project coordination

Administrative support

Communication

English proficiency

Chinese proficiency

Putonghua

Education

Bachelor's degree in Architecture

Tools

MS Word

MS Excel

MS PowerPoint

Chinese Word Processing

Job description

Handle project coordination & management and Document control management for projects; Arrange collection and distribution of bids / EOI / tender document;

Review Bids / EOI / Tender documents to follow up on meeting arrangement, tender submission, enquiries, Completion of all necessary forms for submission and liaison with Director;

Liaising with various vendors for tendering and project coordination;

Arrange schedules, meetings and travel itineraries for the Project Director and project team; handle time management and logistics support;

Follow up on tender indexing, coordinate folder setup and access rights; manage collection and distribution of project-related documents;

Timely report any abnormal workload or potential delay risks; assist in data collection, analysis and summary of operational data;

Supervise business units to complete key operational tasks on time; assist in establishing and optimizing operational management policies;

Coordinate meeting times, working lunch arrangements, and IT setup for online meetings for the project team;

Arrange team travelling (transportation, accommodation, itinerary planning, meeting materials preparation, currency exchange, etc.);

Assist the Project Director in managing expense-related correspondence and project email filing;

Coordinate communications, process correspondence, and manage document filing and business report analysis;

Handle office administration, HR related matters and expense reimbursement;

Assist in organizing office events to ensure smooth daily team operations.

Requirements

Bachelor's degree in Architecture or relevant disciplines;

Fresh graduate can be considered or over 1 year relevant experience as Project support / administrative support in Architecture / similar industry;

Handle China project is strongly preferable;

Proactive, Independent and self-motivated; have a strong sense of responsibility and ownership;

Strong organizational, interpersonal, communication and presentation skills;

Excellent written and spoken English, Chinese and Putonghua;

Proficiency in MS Word, Excel, PowerPoint & Chinese Word Processing;

Able to handle multi-tasks independently and work under pressure;

Experience in architectural related industry will be advantageous.

(L&O is an equal opportunity employer and welcome applications from all qualified candidates. All applications will be treated in the strictest confidence. Personal data provided will be used for recruitment purpose only. We do not assume any risks of disclosure of personal information prior to receipt of applications. Under the Personal Data (Privacy) Ordinance, you may request access to, and/or correction of your personal data in relation to your submitted application. If you wish to do so, please email to us)

Leigh & Orange Ltd a

Hong Kong based international architectural practice is looking for applicants for the following positions.

Our people are our greatest asset. L&O believes that the skills, knowledge and competence of our staff are key to our success and therefore we encourage our employees to develop to their fullest potential.

L&O places emphasis on diversity – particularly in relation to the development of our staff. We believe that to motivate our staff. We need to

provide opportunities for them to advance and excel, and we consciously try to balance the business needs of the group with the career goals of our staff.

Leigh & Orange Ltd a

Hong Kong based international architectural practice is looking for applicants for the following positions.

Our people are our greatest asset. L&O believes that the skills, knowledge and competence of our staff are key to our success and therefore we encourage our employees to develop to their fullest potential.

L&O places emphasis on diversity – particularly in relation to the development of our staff. We believe that to motivate our staff. We need to

provide opportunities for them to advance and excel, and we consciously try to balance the business needs of the group with the career goals of our staff.

Central, Central and Western District, HK