Project Secretary / Document Controller (Water & Maritime)

Hammerjack Pty Ltd; Philippines; On-site; PHP 391,000 - 614,000; Full time

Job summary

Haskoning Philippines Inc. is seeking a Project Secretary and Document Controller to support a major national maritime infrastructure program from our Makati office. You will oversee document control, CDE management, and cross-disciplinary coordination across multiple workstreams.

The role requires 5–10 years in admin or document control, expertise with SharePoint/Teams, and strong English communication, with on-site duties and a focus on digital workflows and confidentiality.

Qualifications

• 5–10 years of admin or document-control experience in engineering or infrastructure projects.
• Graduate of any four-year course; background in engineering, IT, business, or related fields is an advantage.
• Experience in electronic document control systems (e.g., SharePoint, Teams, or similar).
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Highly organized, detail-oriented, and process-driven.
• Excellent written and verbal English communication.
• Ability to work independently with minimal supervision.
• Analytical, proactive, and able to troubleshoot admin/workflow issues.
• Trustworthy, adaptable, and committed to confidentiality.
• Comfortable coordinating with multidisciplinary teams and external stakeholders.
• Available on short notice and willing to work full-time on site.

Responsibilities

• Coordinate meetings and prepare project documentation.
• Maintain the Common Data Environment (CDE) and document versions.
• Ensure proper authorisations and ISO19650-aligned processes.
• Coordinate with stakeholders to manage information flow.
• Support reporting and knowledge sharing activities.
• Help implement Digital Ways of Working (DWoW).

Skills

Administrative management

Document control

MS Office

English communication

Independent work

Analytical thinking

Problem solving

Confidentiality

Education

Four-year degree

Engineering/IT/Business background advantageous

Tools

SharePoint

Teams

Job description

This position is project based with an initial contract duration of 18 months (Makati Office), aligned with the delivery timeline of the national maritime infrastructure program.

Are you passionate about making a positive impact on the planet Do you want to be part of a dynamic and forward-thinking engineering consultancy firm dedicated to combating the pressing challenges of climate change Look no further!

What you do as a Project Secretary & Document Controller (Water and Maritime)

As a Project Secretary & Document Controller, you will play a vital role in supporting the delivery of a major national maritime infrastructure program. You will bring your strong administrative, organizational, and informationmanagement skills to ensure smooth daytoday project operations across multiple workstreams. You will work closely with project leaders, technical specialists, and field teams to maintain the integrity of all project information, manage formal communication, and provide administrative support essential to delivering highquality outputs. Your role will span both office and site environments, coordinating meetings, preparing documentation, managing workflows, and supporting the implementation of Digital Ways of Working to keep information efficient, traceable, and up to date.

In this role, you will take ownership of the document control system and ensure proper management of project records, from initial receipt to final submission. You will actively support the team in maintaining the Common Data Environment (CDE), ensuring accuracy of file versions, proper authorizations, and compliance with ISO19650aligned processes. You will coordinate with Haskoning Philippines Inc., government counterparts, and project partners to manage information flow, track actions, and contribute to project reporting and knowledgesharing activities. This position requires strong attention to detail, excellent communication, professionalism, and the ability to work within a diverse national and international team while embracing digital tools and modern projectmanagement practices.

Where you will work

At Haskoning, you will join an independent, employee-owned international consultancy that combines engineering, design, and consultancy services with software and technology. Our mission, Enhancing Society Together, drives us to create a positive impact in the world.

We offer purpose-driven and challenging work in diverse international projects, leveraging our 140+ years of expertise. With over 6,800 employees in more than 25 countries, we work together to turn challenges into opportunities and make a real impact on society. We collaborate with leading clients in markets such as infrastructure, climate resilience, renewable energy, decarbonization of industry, and sustainable mobility.

Our Philippine office consists of colleagues based in our main office Makati and across project sites. As a team, we excel in a wide variety of services and have a significant and growing portfolio of opportunities in the fields of climate resilience (river basin management, flood mapping, coastal protection, drainage, climate adaptation), maritime (land reclamation, dredging, ports, harbors, and jetties) and renewables (offshore wind and solar). Our clients range from government bodies, development institutions (World Bank, ADB, etc.) to private developers. We provide them with a range of services throughout the various phases of a project: from inception, through master planning, feasibility, design all the way to construction management. Our projects are in the Philippines, but we also provide support within the APAC region and globally. Read about our projects by clicking on this link: Philippines. For career opportunities, click on this link: Careers in the Philippines.

What you bring

As a Project Secretary / Document Controller, you will support the smooth delivery of a large, multisite maritime infrastructure program by ensuring that all project information, documentation, and administrative processes are accurate, wellorganized, and efficiently managed. You will work closely with Project Leaders and multidisciplinary teams to maintain structured workflows, support Digital Ways of Working (DWoW), and coordinate daytoday operations across various workstreams while upholding high standards of quality and professionalism.

Requirements

• 5–10 years of relevant experience in administration or document control, preferably in engineering or infrastructure projects
• graduate of any fouryear course; background in engineering, IT, business, or related fields is an advantage
• experience in electronic document control systems (e.g., SharePoint, Teams, or similar)
• strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint)
• highly organized, detailoriented, and processdriven
• excellent written and verbal communication skills in English
• ability to work independently with minimal supervision
• analytical, proactive, and able to troubleshoot administrative or workflowrelated issues
• trustworthy, adaptable, and committed to maintaining confidentiality
• comfortable coordinating with multidisciplinary teams and external stakeholders
• available on short notice and willing to work fulltime on site

Personal Skills

• accurate and strong attention to detail
• ability to work on a variety of projects and manage time effectively
• innovator at looking for solutions to problems
• takes ownership of task delivery from start to finish, asking for assistance when needed
• ability to communicate well and share skills with colleagues
• promotes and uses a digital way of working in execution of tasks
• analytical thinker and strong problem solver
• strong interpersonal and communication skills
• team player, versatile, and energetic

What we offer you

Skills

At Haskoning, you will collaborate with an engaging and supportive team, enabling you to develop your skills while working on challenging and diverse projects in the Philippines. You will have opportunities to advance by working on future projects both locally and globally, contributing to your growth within the company. Additionally, we offer:

• a creative, digital, and dynamic environment
• work with passionate, dedicated, and supportive colleagues
• a market competitive salary and healthcare benefits for you and your family
• bonuses based on company profit
• organized team events designed to enhance team spirit and collaboration
• flexible work arrangements and hybrid work set-up to ensure a good balance between personal and professional life
• lifelong learning by offering you plenty of training & development opportunities (example: access to LinkedIn learning or taking part of learning weeks organized by our HR Talent Management team or external trainings)

At Haskoning, we are committed to fostering a diverse and inclusive workplace where everyone feels valued, respected, and empowered. Our mission of Enhancing Society Together drives us to create an environment that embraces each individual's unique background, identity, and perspective. Regardless of your experience, background, age, gender, or other personal characteristics—you are welcome here. We believe that diversity makes us stronger and that an inclusive culture gives everyone the opportunity to grow and contribute. Read more about our ED&I initiatives on our dedicated webpage.