Project Secretary / Document Controller

Zeno Engineering & Services; Delhi Cantonment; On-site; INR 400,000 - 700,000; Full time

Benefits offered by this job

MS Office training

Job summary

Zeno Engineering & Services in Delhi requires a diligent Project Secretary/ Site Secretary to oversee documentation, records, and drawing control for on-site activities.

You will support the Project Manager, prepare reports, manage vendor/subcontractor communications, and ensure filing accuracy, confidentiality, and timely task completion on fast-paced projects. This role requires strong MS Office skills and a proactive, detail-oriented approach.

Qualifications

• Minimum experience as Project Secretary, Site Secretary, or Document Controller.
• Strong knowledge of document control systems and procedures.
• Proficiency in MS Office (Word, Excel, Outlook) and basic document management tools.
• Good communication and coordination skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced project environment.
• High level of accuracy, confidentiality, and organizational skills.

Responsibilities

• Maintain and organize all project documentation, including contracts, correspondence, reports, and records.
• Ensure proper filing (hard copy and electronic) and easy retrieval of documents.
• Maintain document control registers and logs as required by project standards.
• Handle issuance, tracking, and distribution of drawings and documents to site teams and stakeholders.
• Maintain drawing registers, revisions, and transmittal records.
• Ensure only latest approved drawings are circulated and used on site.
• Provide day-to-day administrative support to the Project Manager and site team.
• Coordinate with team members to ensure timely completion of tasks.
• Communicate with vendors, suppliers, and subcontractors regarding documentation and approvals.
• Assist with site HR activities: attendance, leaves, onboarding docs, and personnel files.
• Coordinate with HR for mobilization/demobilization and policy compliance.
• Prepare daily, weekly, or monthly reports as required; record and distribute meeting minutes and notices.

Skills

Document control

Communication

Coordination

Multitasking

Education

Diploma or Bachelors degree in Business Administration/Office Management

Tools

MS Office (Word, Excel, Outlook)

Job description

Role & responsibilities

Documentation & Records Management

• Maintain and organize all project documentation, including contracts, correspondence, reports, and records.
• Ensure proper filing (both hard copy and electronic) and easy retrieval of documents.
• Maintain document control registers and logs as required by project standards.

Drawings Issuance & Control

• Handle the issuance, tracking, and distribution of drawings and technical documents to site teams and relevant stakeholders.
• Maintain drawing registers, revisions, and transmittal records.
• Ensure only the latest approved drawings are circulated and used on site.

Administrative & Coordination Support

• Provide day-to-day administrative support to the Project Manager and site team.
• Coordinate and follow up daily with team members to ensure timely completion of assigned tasks.
• Communicate and follow up with vendors, suppliers, and subcontractors regarding documentation, submissions, and approvals.

HR & Personnel Support

• Assist with site HR activities such as attendance tracking, leave records, onboarding documentation, and personnel files.
• Coordinate with the HR department for employee-related requirements, site mobilization, and demobilization.
• Support compliance with company HR policies and site regulations.

Reporting & Communication

• Reporting to Director Projects
• Prepare daily, weekly, or monthly reports as required by the project team.
• Record and distribute meeting minutes, notices, and internal communications.

Act as a point of contact for administrative and documentation-related queries on site.

Preferred candidate profile

Diploma or Bachelors degree in Business Administration, Office Management, or a related field.

• Minimum experience as a Project Secretary, Site Secretary, or Document Controller
• Strong knowledge of document control systems and procedures.
• Proficiency in MS Office (Word, Excel, Outlook) and basic document management tools.
• Good communication and coordination skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced project environment.
• High level of accuracy, confidentiality, and organizational skills.