Project Secretary (Project Administration & Document Control)

ORANDO HOLDINGS SDN BHD; Kuala Lumpur; On-site; MYR 39,000 - 61,000; Full time

Job summary

Orando Holdings Sdn Bhd seeks a Project Secretary to provide administrative, documentation, and secretarial support to the Project Department and General Manager (Project).

The role covers meeting coordination, documentation control, and billing-related document handling within property development projects, ensuring accurate records and timely correspondence.

Qualifications

• Diploma or certificate in business administration or related field.
• Minimum 2 years of relevant administrative or secretarial experience.
• Experience in property development, construction, or project environments is preferred.

Responsibilities

• Prepare and coordinate monthly project meeting schedules, arrange internal project meetings, consultant meetings, site meetings, and management meetings
• Prepare meeting notices, agendas, and supporting documents; attend meetings and accurately prepare meeting minutes
• Distribute meeting minutes and follow up on outstanding action items with relevant parties
• Receive, register, and distribute incoming correspondence, letters, emails, and project-related documents
• Prepare and issue outgoing correspondence on behalf of the Project Department
• Coordinate with consultants on the submission of monthly progress billing claims, invoices, certificates, and supporting documents
• Check the completeness of billing documentation before submission for processing
• Manage and maintain the appointment calendar of the General Manager (Project)
• Establish and maintain an organized filing and document management system for the Project Department
• Assist in preparing project reports, presentations, correspondence, and other documentation required by management

Education

Diploma, Certificate, or equivalent qualification in Business Administration, Office Management, Secretarial Studies, Property Management, or a related discipline

Tools

Microsoft Office

Document management systems

Electronic filing systems

Job description

Project Secretary (Project Administration & Document Control)

The Project Secretary is responsible for providing administrative, documentation, coordination, and secretarial support to the Project Department and General Manager (Project). The role involves coordinating meetings and appointments, managing project correspondence and documentation, following up on consultant billing submissions, maintaining project records, and supporting the Project Team in the smooth and efficient administration of property development projects.

Key responsibilities

Prepare and coordinate monthly project meeting schedules, arrange internal project meetings, consultant meetings, site meetings, and management meetings

Prepare meeting notices, agendas, and supporting documents; attend meetings and accurately prepare meeting minutes

Distribute meeting minutes and follow up on outstanding action items with relevant parties

Receive, register, and distribute incoming correspondence, letters, emails, and project-related documents

Prepare and issue outgoing correspondence on behalf of the Project Department

Coordinate with consultants on the submission of monthly progress billing claims, invoices, certificates, and supporting documents

Check the completeness of billing documentation before submission for processing

Manage and maintain the appointment calendar of the General Manager (Project)

Establish and maintain an organized filing and document management system for the Project Department

Assist in preparing project reports, presentations, correspondence, and other documentation required by management

About you

Diploma, Certificate, or equivalent qualification in Business Administration, Office Management, Secretarial Studies, Property Management, or a related discipline

Minimum 2 years of relevant administrative or secretarial experience

Experience in a property development, construction, engineering, consultancy, or project environment is preferred

Strong organizational and administrative skills

Excellent document management and filing skills

Good minute-taking and report preparation abilities

Strong communication and coordination skills

Ability to manage multiple tasks, deadlines, and priorities

High attention to detail and accuracy

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)

Familiarity with document management and electronic filing systems

Established in the year 2000, Orando Holdings Sdn Bhd embarked on its property development journey in 2003, rapidly achieving remarkable milestones in building excellence. Today, driven by an unwavering commitment to providing quality homes and services for the betterment of the community, our company has established itself as a highly credible developer, renowned for building homes with heart in an immensely competitive industry.

Under the visionary leadership of Managing Director, Datuk Seri (Dr.) Eng Wei Chun , Orando Holdings continues to pursue its mission of crafting Swiss-watch standard homes.

Established in the year 2000, Orando Holdings Sdn Bhd embarked on its property development journey in 2003, rapidly achieving remarkable milestones in building excellence. Today, driven by an unwavering commitment to providing quality homes and services for the betterment of the community, our company has established itself as a highly credible developer, renowned for building homes with heart in an immensely competitive industry.

Under the visionary leadership of Managing Director, Datuk Seri (Dr.) Eng Wei Chun , Orando Holdings continues to pursue its mission of crafting Swiss-watch standard homes.