Site Secretary and DCCO

Kajima Philippines Inc.; Batangas City; On-site; PHP 167,000 - 279,000; Full time

Job summary

Kajima Philippines Inc. in Batangas City seeks a capable Secretary/Document Controller to support project site activities. You will handle letters, communications, minutes, and meeting coordination, while maintaining quality documentation and IMS-compliant records under the Project Manager’s guidance.

The role requires a 4-year degree, at least 2 years’ related experience, and proficiency with MS Office and standard office equipment. This is an on-site position in the Philippines.

Qualifications

• Graduate of any 4-year college course.
• Extensive experience with office equipment (fax, photocopier).
• Proficient in MS Office software.
• At least 2 years' related experience.

Responsibilities

• Perform secretarial & clerical works for the project site.
• Prepare letters, correspondences, and communications under the Project Manager.
• Record meeting schedules, take and relay minutes and reminders.
• Receive and distribute letters, submittals, samples to engineers.
• Maintain quality documentation control and storage at site.
• Establish and maintain the Document Control Center; ensure IMS procedures.

Skills

Secretarial skills

Communication

Education

4-year college degree

Tools

MS Office

Fax/Photocopy machines

Job description

• Perform secretarial & clerical works for the project site.


• Prepare letters, correspondences, internal & external communications related to the execution of the project under the direction of the Project Manager.


• Make records of meeting schedules & appointments & remind concern site staff of such schedules. Make & receive phones calls and fax.


• Receive & records letters, submittals, samples, etc. related to the project from suppliers and sub-contractors, then distribute to the concern Engineer.


• Receipt, registration, distribution, filing, record and control of quality documents.


• Handling, storage, safekeeping, transmission & loaning of quality documents.


• Take & prepare meeting minutes for all weekly coordination and client meetings.


• Prepare master lists of quality records; establish system of filing, indexing, and distribution of external and internal document.


• Keeping tracks of all controlled and uncontrolled quality documents.


• Establish and maintain the Document Control Center at project site


• Responsible in complying with KTMS.PH (IMS) procedures, work instructions of related processes based on the implemented Integrated Management System.


• Completion of all KTMS.PH (IMS) documented information within the deadline, particularly with forms, checklists and/or other records necessary to the related processes, internal or external


• Any task in relation to the designation directed by Immediate Supervisor or Top Management.

JOB QUALIFICATIONS:

• Graduate of any 4-year College Course


• Extensive experience & proficiency in the operation of computer & office equipment like fax & photocopy machines.


• Fully conversant with MS Office software.


• At least 2 years' experience related in related field.