TS - Project Secretary

JOB DESCRIPTION

Be part of the solution at Technip Energies and embark on a one-of-a-kind journey. You will be helping to develop cutting-edge solutions to solve real-world energy problems.

We are currently seeking a Document Controller to join our team based in Kuala Lumpur, Malaysia.

About us:

Technip Energies is a global technology and engineering powerhouse. With leadership positions in LNG, hydrogen, ethylene, sustainable chemistry, and CO2 management, we are contributing to the development of critical markets such as energy, energy derivatives, decarbonization, and circularity. Our complementary business segments, Technology, Products and Services (TPS) and Project Delivery, turn innovation into scalable and industrial reality.

Through collaboration and excellence in execution, our 17,000+ employees across 34 countries are fully committed to bridging prosperity with sustainability for a world designed to last.

About The Job

A project secretary provides administrative support to project teams and clients. Knowledgeable and serves as the first point of contact for the business and anyone involved in the project, so it is important to maintain a professional demeanor and excellent interpersonal skills at all times. You will be able to answer queries or requests for information regarding the project.

This job involves tasks such as:

1. Performing administration duties
2. Setting up project office
3. Ordering supplies
4. Organizing project events and refreshments for meetings
5. Creating and processing invoices
6. Organizing meetings and travel for different members of the team

Organize Documents

Keeping all important documents, invoices, and contracts well maintained. Implement filing systems that make it easy to find any document quickly and efficiently.

Set up Project Office

Responsible for setting up project office and workstation for project team.

Reply to Correspondence

Responding to emails, letters, and telephone calls are key job functions.

Order Supplies

Project secretaries liaise with Admin, suppliers, and vendors to order supplies for projects including computers, software, stationery, and refreshments for meetings.

Handle Invoices

Project secretaries create and process documents for payment invoices, Purchase Orders for projects and clients. Ensure that any invoices due are paid on time.

Organize Meetings / Project Event

Project secretaries arrange and prepare for company Project Events and meetings in-office/virtual which includes managing schedules for meetings and conferences for the whole team and arrangement for refreshments.

Starting Date: Immediately

About you:

We love to hear from you and how you match with this position. To be successful in this mission you should consider the following requirements:

1. Bachelor's degree or Diploma in secretarial studies, business management, administration, or a similar subject. At least 2 years of experience in the Oil and Gas industry or those who have experience handling project teams are encouraged to apply.
2. Proficient in spoken and written English and Bahasa.
3. Computer skills: Strong computer skills and the ability to pick up new software quickly. Proficient in MS Office and other essential office productivity tools (preference with Power BI / GAIA / Azure).
4. Interpersonal skills: Project secretaries need to have excellent interpersonal and communication skills because they often greet clients, answer the telephone, and communicate with senior members of the team.
5. Organization skills: From filing documents to ensuring all tasks are completed on time, keeping the office tidy and well organized.
6. Time management: Responsible for managing their own time, but also the time of their manager, from checking they are attending meetings to managing their schedules for the upcoming months.
7. Prioritization skills: Project secretaries need to make decisions about which tasks take precedence and must manage their own workload effectively without constant supervision.

Your career with us

Working at Technip Energies is an inspiring journey, filled with groundbreaking projects and dynamic collaborations. Surrounded by diverse and talented individuals, you will feel welcomed, respected, and engaged. Enjoy a safe, caring environment where you can spark new ideas, reimagine the future, and lead change. As your career grows, you will benefit from learning opportunities at T.EN University, such as The Future Ready Program, Graduate Program, and from the support of your manager through check-in moments like the Mid-Year Development Review, fostering continuous growth and development.

What's Next?

Once receiving your system application, our recruiting team will screen and match your skills, experience, and potential team fit against the role requirements. We ask for your patience as the team completes the volume of applications within a reasonable timeframe. Check your application progress periodically via your personal account from the created candidate profile during your application.

We invite you to get to know more about our company by visiting www.ten.com and follow us on LinkedIn, Instagram, Facebook, X, and YouTube for company updates.

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