Project Secretary

Veolia Energy Services (Hong Kong) Limited; Hong Kong; On-site; HKD 246,000 - 357,000; Full time

Benefits offered by this job

Medical and Hospitalization Insurance

Job summary

Veolia Energy Services (Hong Kong) Limited is seeking a capable Project Secretary/Executive Assistant to support the Executive Director. The role focuses on preparing quotations and tender documents, maintaining the tender library, and coordinating with internal teams to gather information for submissions.

You will handle secretarial duties, organize meetings, prepare materials, and maintain orderly records.

Qualifications

• Minimum 2–3 years' experience in secretarial/administrative role, preferably in engineering/construction
• Proficient in English and Chinese (written and spoken)
• Well-organised with strong communication and interpersonal skills

Responsibilities

• Assist in preparing quotations, tender documents, and project schedules for timely tender submissions
• Manage and maintain tender library, ensuring current and accessible records
• Coordinate with stakeholders to gather information for tender submissions
• Maintain records of tender communications and documents
• Provide secretarial support to Executive, including meeting coordination and material preparation
• Monitor project status updates and liaise with teams to obtain required information
• Organise meetings and events, prepare reports and correspondence
• Maintain filing systems (physical and digital) and handle ad-hoc duties

Skills

English-Chinese proficiency

MS Office

GSuite

Education

Higher Diploma or above in secretarial/BA

Tools

Microsoft Office Suite

GSuite

Job description

Veolia Energy Services (Hong Kong) Limited (VESHK), formerly Southa Holdings Limited, specializes in E&M, O&M, and BMS services, offering energy efficiency upgrades, decarbonisation strategies, and digitised operations to enhance building performance and tenant comfort.

Responsibilities:

Assist in preparing quotations, tender documents, and project time schedules to ensure on-time submission of tender applications

Manage and maintain the tender library, ensuring all documentation is current, organized, and easily accessible

Coordinate with relevant stakeholders to gather necessary information for tender submissions

Maintain records of all tender-related communications and documentation

Handle confidential and sensitive information with discretion and professionalism

Project Information & Status Management

Chase and compile project status updates and information on behalf of the Executive Director

Liaise with internal teams and external stakeholders to obtain required project information

Monitor project timelines and alert management to any potential delays or issues

General Secretarial Duties

Provide secretarial and administration support to Executive

Organise and schedule meetings and coordinate events as required

Prepare meeting materials, reports, presentations and correspondence

Maintain organised filing systems (both physical and digital)

Assist in any ad-hoc duties assigned

Qualifications:

Higher Diploma or above in any disciplines, secretarial or business administration qualification preferred

Requirements:

Minimum of 2-3 years' working experience in a secretarial or administrative role, preferably in the engineering, or construction industry

Good command of both written and spoken English and Chinese

Strong computer literacy and Microsoft Office Suite and GSuite skills

Well-organised with good interpersonal and communication skills

Attention to details, excellent methodical approach

Ability to manage multiple tasks and priorities simultaneously

Strong team player who collaborates effectively and works independently when required

Medical and Hospitalization Insurance

For more information about us, please visit https://www.veolia.hk/en/solutions/delivering-full-MEP-solutions

VESHK is an equal opportunity employer and welcomes applicants from all qualified candidates. The information provided will be treated in strict confidence and be used only for consideration of your application for relevant / similar posts within the Group.

All personal data of unsuccessful applicants will be destroyed within 24 months from the date of application.

Unlock job insights

Your application will include the following questions:

• Which of the following statements best describes your right to work in Hong Kong?
• What's your expected monthly basic salary?
• How many years' experience do you have as a Project Secretary?
• What is your highest level of education?

Veolia group aims to be the benchmark company for ecological transformation. In 2022, with nearly 220,000 employees worldwide, the Group designs and provides game-changing solutions that are both useful and practical for water, waste and energy management.

Through its three complementary business activities, Veolia helps to develop access to resources, preserve available resources, and replenish them.

In 2021, the Veolia group supplied 79 million people with drinking water and 61 million people with wastewater service, produced nearly 48 million megawatt hours of energy and treated 48 million metric tons of waste.

Veolia group aims to be the benchmark company for ecological transformation. In 2022, with nearly 220,000 employees worldwide, the Group designs and provides game-changing solutions that are both useful and practical for water, waste and energy management.

Through its three complementary business activities, Veolia helps to develop access to resources, preserve available resources, and replenish them.

In 2021, the Veolia group supplied 79 million people with drinking water and 61 million people with wastewater service, produced nearly 48 million megawatt hours of energy and treated 48 million metric tons of waste.