Project Secretary

WABAG; Chennai District; On-site; INR 400,000 - 600,000; Full time

Job summary

WABAG is seeking a Project Office Administrator in Chennai to provide day-to-day secretarial and administrative support to the Project Manager and team, manage calendars, meetings, and correspondence, and prepare letters, reports, and trackers.

You will maintain confidentiality, coordinate internal and external communications, handle document management and MIS reporting, and support ERP (IFS) transactions, invoicing, and close-out processes.

Responsibilities

• Provide day-to-day secretarial and administrative support to the Project Manager and Project Team.
• Manage schedules, meetings, appointments, correspondence, and minutes of meetings.
• Prepare letters, reports, presentations, trackers, and other project-related communications.
• Maintain confidentiality of project and company information.
• Coordinate internal and external communications on behalf of the project team.
• Maintain and organize project documents, records, correspondence, and reports.
• Ensure proper filing, indexing, version control, and retrieval of project documents.
• Coordinate with Document Control and project teams for timely submission and circulation of documents.
• Maintain project trackers and MIS reports as required.
• Ensure documents are maintained in accordance with company/project procedures.
• Handle day-to-day project-related activities in IFS (ERP).
• Support creation and processing of purchase/service-related requests, work orders, receipts, and other project transactions.
• Update and monitor relevant project information in IFS.
• Coordinate with Finance, Procurement, Commercial, and Project teams for timely closure of IFS transactions.
• Follow up on pending transactions and ensure accurate data entry and documentation.
• Coordinate with vendors, subcontractors, site teams, commercial, and finance teams for invoice processing.
• Track submitted invoices and bills and ensure timely processing and closure.
• Verify availability of supporting documents before submission for processing.
• Maintain invoice/bill trackers and follow up on pending approvals.
• Support reconciliation and closure of outstanding project-related bills.
• Act as a coordination point between the Project Office, Site Teams, Corporate Functions, and other stakeholders.
• Follow up with site teams for required documents, reports, approvals, and information.
• Coordinate project meetings, site visits, travel arrangements, and related logistics when required.
• Ensure timely flow of information between project and site teams.
• Support the Project Manager in tracking pending actions and deliverables.
• Support project mobilization and demobilization activities.
• Maintain project manpower, attendance, travel, accommodation, and other administrative records as required.
• Assist with purchase requests, office requirements, stationery, logistics, and other project administrative needs.
• Prepare periodic administrative reports and MIS.
• Support audits and provide required project records and documents.
• Perform other project-related administrative responsibilities assigned by the Project Manager.

Job description

Key Responsibilities

1. Secretarial & Administrative Activities

• Provide day-to-day secretarial and administrative support to the Project Manager and Project Team.
• Manage schedules, meetings, appointments, correspondence, and minutes of meetings.
• Prepare letters, reports, presentations, trackers, and other project-related communications.
• Maintain confidentiality of project and company information.
• Coordinate internal and external communications on behalf of the project team.

2. Document Management

• Maintain and organize project documents, records, correspondence, and reports.
• Ensure proper filing, indexing, version control, and retrieval of project documents.
• Coordinate with Document Control and project teams for timely submission and circulation of documents.
• Maintain project trackers and MIS reports as required.
• Ensure documents are maintained in accordance with company/project procedures.

3. IFS Handling

• Handle day-to-day project-related activities in IFS (ERP).
• Support creation and processing of purchase/service-related requests, work orders, receipts, and other project transactions.
• Update and monitor relevant project information in IFS.
• Coordinate with Finance, Procurement, Commercial, and Project teams for timely closure of IFS transactions.
• Follow up on pending transactions and ensure accurate data entry and documentation.

4. Invoice / Bill Processing & Closure

• Coordinate with vendors, subcontractors, site teams, commercial, and finance teams for invoice processing.
• Track submitted invoices and bills and ensure timely processing and closure.
• Verify availability of supporting documents before submission for processing.
• Maintain invoice/bill trackers and follow up on pending approvals.
• Support reconciliation and closure of outstanding project-related bills.

5. Coordination with Projects & Site Teams

• Act as a coordination point between the Project Office, Site Teams, Corporate Functions, and other stakeholders.
• Follow up with site teams for required documents, reports, approvals, and information.
• Coordinate project meetings, site visits, travel arrangements, and related logistics when required.
• Ensure timely flow of information between project and site teams.
• Support the Project Manager in tracking pending actions and deliverables.

6. Project Administrative Support

• Support project mobilization and demobilization activities.
• Maintain project manpower, attendance, travel, accommodation, and other administrative records as required.
• Assist with purchase requests, office requirements, stationery, logistics, and other project administrative needs.
• Prepare periodic administrative reports and MIS.
• Support audits and provide required project records and documents.
• Perform other project-related administrative responsibilities assigned by the Project Manager.