Executive Secretary

مؤسسة عبدالرحمن قرامش للمقاولات العامة; Jizan; On-site; SAR 80,000 - 120,000; Full time

Job summary

The Executive Secretary for the construction sector at مؤسسة عبدالرحمن قرامش للمقاولات العامة provides administrative and organizational support to the senior management team, acting as the bridge between headquarters and project sites.

Responsibilities include drafting official correspondence, tracking RFIs and submittals, coordinating with site managers, organizing meetings, processing invoices, arranging travel, and building an electronic document management system for quick access to

Qualifications

• Bachelor’s degree in Business Administration, Languages and Translation, or Office Management.

Responsibilities

• Draft official correspondence and communications with owners, consultants, and subcontractors.
• Track RFIs, submittals, and change orders and document them.
• Coordinate directives from senior management to project managers and engineers on sites.
• Organize meetings with suppliers and stakeholders and prepare minutes of meetings for follow-up.
• Handle subcontractor invoices and procure documents securely.
• Arrange site travel and accommodations for the executive.
• Build an electronic document management system (DMS) for quick access to drawings, contracts, and daily reports.

Skills

MS Office

Written communication

Time management

Diplomatic language

Interpersonal skills

Attention to detail

Education

Bachelor’s degree in Business Administration, Languages and Translation, or Office Management

Tools

DMS

MS Word

MS Excel

ERP systems

Job description

The Executive Secretary for the construction sector is responsible for providing administrative and organizational support at the senior management level (General Manager, Chairman of the Board). This role serves as the essential link between the company's headquarters and project management offices (construction sites), facilitating the flow of technical and financial documents with consultants, owners, and subcontractors.

Key responsibilities include:

• Managing technical communications: Drafting and directing official correspondence and communications with owners, consultants, and subcontractors.
• Tracking project documents: Receiving and documenting requests for information (RFIs), submittals, and change orders.
• Coordinating with sites: Communicating directives from senior management to project managers and engineers at construction sites.
• Managing schedules and meetings: Organizing meetings with suppliers and stakeholders, and preparing minutes of meetings for project follow-ups.
• Financial and contractual support: Receiving subcontractor invoices and directing them to financial management, while maintaining procurement documents and guarantee letters (LG) securely.
• Arranging site visits: Scheduling travel and accommodation arrangements for the executive to various construction sites.
• Digital document management: Building an electronic document management system (DMS) that ensures quick access to drawings, contracts, and daily reports for projects.

Qualifications and required experience:

• Education: Bachelor’s degree in Business Administration, Languages and Translation, or Office Management (a background in construction or engineering is considered an additional asset).
• Experience: 3 to 5 years in executive administration, including at least two years within a construction company or real estate development.

Specialized skills:

• Technical terminology: Good understanding of construction and contracting terminology in both Arabic and English.
• Resilience and adaptability: High ability to handle work pressures and adjust project schedules and emergency situations.
• Technical skills: Proficient in MS Office suite and electronic document management systems, familiarity with ERP systems is preferred.
• Written communication: Exceptional ability to draft official correspondence and reports in a precise diplomatic manner.

Skills

Specialized skills in the construction sector (Industry-Specific Skills)

• Understanding of engineering terminology: Familiarity with basic terminology used among engineers such as submittals, change orders, and RFIs.
• Handling technical documents: Ability to sort and classify essential project documents such as RFIs and submittals.
• Understanding project life cycle: Knowledge of the administrative differences between the bidding phase, execution phase, and final delivery phase.
• Interacting with external parties: Proficiency in communicating with consultants, owners, governmental entities, and subcontractors.

Technical & Digital Skills

• Electronic document management systems: Proficient in working with document management systems (DMS) to ensure no loss of drawings and technical correspondence.
• Advanced office software: Expertise in using MS Word for official correspondence, and MS Excel for budgeting and tracking project expenses.
• ERP systems: Experience with cloud-based systems (such as SAP, Oracle, or Zoho) used in the company for managing operations.
• Digital communication management: Professional interaction with institutional email and organizing meetings via online platforms (Teams, Zoom).

Organizational Skills

• Time and priority management: Balancing tasks between urgent requests for the construction site and the daily schedule for the executive in the main office.
• Follow-up: Tracking project managers at sites to obtain the required periodic reports for senior management on specified dates.
• Logistical organization: Efficiency in arranging visits and schedules for the executive to sites, including travel arrangements, permits, and vehicles.
• Office crisis management: Quick adaptation to sudden changes in meeting schedules due to emergencies at construction sites.

Soft Skills

• Diplomatic language skills: Ability to write strong and persuasive official letters in both Arabic and English without compromising business relationships.
• Confidentiality and data security: Protection of sensitive information such as pricing proposals in tenders, financial reports for the company, and board decisions.
• Emotional intelligence and diplomacy: Skill in managing contractor or supplier frustrations while directing them to the appropriate channels.
• Attention to detail: Awareness of critical details in dates, specifications, and amounts mentioned in correspondence before presenting them to the manager for approval.