Secretary-Projects (Malaysia)

DAMAC Properties; Malaysia; On-site; MYR 40,000 - 70,000; Full time

Job summary

Damac Properties seeks an experienced Project Secretary to provide comprehensive administrative support to the Project Manager and management team in Malaysia. You will organize documentation, coordinate meetings, and manage communications across clients, consultants, contractors, and internal teams.

Responsibilities include maintaining records, preparing MOMs, dashboards, and reports, and ensuring confidentiality of sensitive project information while supporting onboarding and site access

Qualifications

• Diploma or bachelor's degree in Business Administration, Office Administration, Construction Management, or related field.
• Experience as a Project Secretary, Site Secretary, Project Administrator, or Construction Secretary.
• Experience in construction, engineering, MEP, infrastructure, or data center projects preferred.
• Excellent organizational and time-management skills; ability to manage multiple priorities.

Responsibilities

• Provide administrative and secretarial support to the Project Manager and project management team.
• Maintain and organize project documentation, correspondence, reports, drawings, specifications, and records.
• Manage incoming and outgoing project correspondence and ensure proper distribution to relevant stakeholders.
• Prepare, format, and distribute meeting agendas, minutes of meetings (MOM), presentations, and action trackers.
• Schedule project meetings, site meetings, coordination meetings, and management reviews.
• Maintain and monitor project action lists, deadlines, and follow-up items.
• Coordinate document submissions and transmittals between the client, consultants, contractors, and internal teams.
• Maintain project filing systems, both electronic and hard copy, in accordance with project procedures.
• Assist the Document Controller with document tracking, revision control, and distribution when required.
• Prepare weekly and monthly project reports, dashboards, status updates, and presentations.
• Maintain project contact lists, staff records, attendance records, and other administrative registers.
• Coordinate travel arrangements, accommodation, meetings, site access, and visitor requirements when required.
• Assist with preparation and submission of site access requests, security clearances, permits, and staff documentation.
• Support onboarding and offboarding of project personnel, including collection and submission of required documents.
• Coordinate communication between project departments and ensure information reaches the appropriate personnel promptly.
• Maintain confidentiality of project, commercial, contractual, and personnel information.
• Assist with procurement and administrative documentation, including purchase requests, invoices, and supporting records.
• Support project audits by ensuring documents and records are complete, properly filed, and readily available.
• Perform other administrative and coordination duties as assigned by the Project Manager.

Skills

MS Office Suite

Communication skills

Time management

Multitasking

Confidentiality

Interpersonal skills

Education

Diploma/Bachelor's in Business Admin / Construction Management

Tools

Aconex

Procore

SharePoint

Asite

Job description

Key Responsibilities

• Provide administrative and secretarial support to the Project Manager and project management team.
• Maintain and organize project documentation, correspondence, reports, drawings, specifications, and records.
• Manage incoming and outgoing project correspondence and ensure proper distribution to relevant stakeholders.
• Prepare, format, and distribute meeting agendas, minutes of meetings (MOM), presentations, and action trackers.
• Schedule project meetings, site meetings, coordination meetings, and management reviews.
• Maintain and monitor project action lists, deadlines, and follow-up items.
• Coordinate document submissions and transmittals between the client, consultants, contractors, and internal teams.
• Maintain project filing systems, both electronic and hard copy, in accordance with project procedures.
• Assist the Document Controller with document tracking, revision control, and distribution when required.
• Prepare weekly and monthly project reports, dashboards, status updates, and presentations.
• Maintain project contact lists, staff records, attendance records, and other administrative registers.
• Coordinate travel arrangements, accommodation, meetings, site access, and visitor requirements when required.
• Assist with preparation and submission of site access requests, security clearances, permits, and staff documentation.
• Support onboarding and offboarding of project personnel, including collection and submission of required documents.
• Coordinate communication between project departments and ensure information reaches the appropriate personnel promptly.
• Maintain confidentiality of project, commercial, contractual, and personnel information.
• Assist with procurement and administrative documentation, including purchase requests, invoices, and supporting records.
• Support project audits by ensuring documents and records are complete, properly filed, and readily available.
• Perform other administrative and coordination duties as assigned by the Project Manager.

Data Center Project-Specific Responsibilities

• Support project teams working on mission‑critical data center facilities, including construction, MEP, electrical, mechanical, commissioning, and fit‑out activities.
• Maintain records related to critical project milestones, inspections, testing, commissioning, and handover activities.
• Coordinate documentation for site meetings involving construction, MEP, QA/QC, HSE, commissioning, and client teams.
• Assist in tracking critical submissions, approvals, RFIs, technical queries, inspections, and project deliverables.
• Support preparation and coordination of documentation required for project handover and closeout.
• Ensure project information is handled accurately and efficiently due to the highly controlled nature of data center projects.

Required Skills and Qualifications

• Diploma or bachelor's degree in Business Administration, Office Administration, Construction Management, or a related field.
• Previous experience as a Project Secretary, Site Secretary, Project Administrator, or Construction Secretary.
• Experience in construction, engineering, MEP, infrastructure, or data center projects is preferred.
• Strong knowledge of MS Office, particularly Word, Excel, PowerPoint, and Outlook.
• Experience with document management systems such as Aconex, Procore, SharePoint, Asite, or similar platforms is an advantage.
• Excellent organizational and time‑management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and work effectively under pressure.
• High attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive project information.
• Good coordination and interpersonal skills with the ability to work with multicultural project teams.