PROJECT SECRETARY URGENT HIRING (VARIOUS SITE)

1498295-W; Petaling Jaya; On-site; MYR 28,000 - 45,000; Full time

Job summary

1498295-W PROJECT SECRETARY URGENT HIRING (VARIOUS SITE) is seeking a capable administrative professional to provide comprehensive secretarial support to the Project Manager, Construction Manager and project team.

You will prepare letters, memos, reports and minutes, maintain filing systems, coordinate site meetings, circulate MOMs, manage correspondence and keep project records up to date across head office and site teams.

Responsibilities

• Prepare, type, format and distribute official letters, memos, reports, meeting minutes and project correspondence
• Maintain proper project filing and document control systems, both physical and electronic
• Coordinate and arrange project meetings, appointments and site meetings, including preparation of agendas and minutes
• Record, prepare and circulate Minutes of Meeting (MOM) and follow up on outstanding action items
• Manage incoming and outgoing project correspondence, emails, letters, submissions and transmittals
• Maintain and update project records including drawings, RFIs, submissions, approvals, reports and consultant correspondence
• Coordinate documentation between Head Office, project site, client, consultants, subcontractors and suppliers
• Assist the Project Manager in preparing weekly/monthly progress reports, presentations and management reports
• Monitor submission deadlines and follow up with relevant team members to ensure documents are submitted on time
• Maintain updated contact lists, project directories, meeting schedules and correspondence registers

Job description

PROJECT SECRETARY URGENT HIRING (VARIOUS SITE)

Provide comprehensive administrative and secretarial support to the Project Manager, Construction Manager and project team.

Key responsibilities

Prepare, type, format and distribute official letters, memos, reports, meeting minutes and project correspondence

Maintain proper project filing and document control systems, both physical and electronic

Coordinate and arrange project meetings, appointments and site meetings, including preparation of agendas and minutes

Record, prepare and circulate Minutes of Meeting (MOM) and follow up on outstanding action items

Manage incoming and outgoing project correspondence, emails, letters, submissions and transmittals

Maintain and update project records including drawings, RFIs, submissions, approvals, reports and consultant correspondence

Coordinate documentation between Head Office, project site, client, consultants, subcontractors and suppliers

Assist the Project Manager in preparing weekly/monthly progress reports, presentations and management reports

Monitor submission deadlines and follow up with relevant team members to ensure documents are submitted on time

Maintain updated contact lists, project directories, meeting schedules and correspondence registers