Site Secretary & DCCO

Kajima Philippines Incorporated; Batangas City; On-site; PHP 201,000 - 312,000; Full time

Job summary

Kajima Philippines Incorporated is seeking a diligent secretarial/clerical professional for our project site in Batangas.

The role covers preparing letters and communications, managing schedules, handling mail and submittals, and maintaining quality document control under the Project Manager's guidance.

Qualifications

• Graduate of any 4-year College Course.
• Good communication skills both verbal & written.
• Knowledge on handling/issuing invoices is an advantage.
• Fully conversant with MS Office software (Word, Excel, PowerPoint, etc.)
• At least 1 year work experience in related field (administrative/clerical)
• Must have construction administrative experience
• Must be willing to work on-site

Responsibilities

• 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.
• Receive & record letters, submittals, samples, etc. and 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
• Any task in relation to the designation directed by Immediate Supervisor or Top Management.

Skills

Secretarial & clerical

Communication skills

On-site work

Construction administration

Invoicing knowledge

Education

4-year degree

Tools

MS Office

Job description

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


• Must have a minimum of 1 year document control experience


• 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 Qualification:

• Graduate of any 4-year College Course


• Good communication skills both verbal & written


• Knowledge on handling/issuing invoices is an advantage


• Fully conversant with MS Office software (Word, Excel, PowerPoint, etc.)


• At least 1 year work experience in related field (administrative/clerical)


• Must have construction administrative experience


• Must be willing to work on-site