Project Secretary

SingHaiyi Group Pte. Ltd.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A construction management firm is seeking a Project Secretary in Singapore to manage document control and provide comprehensive administrative support to the General Manager and Project Managers. This role involves maintaining filing systems, tracking invoices and project submissions, and coordinating meetings. The ideal candidate will have at least 2 years of experience in a similar role and possess strong communication and organizational skills.

Qualifications

• Minimum 2 years of experience in a project secretarial role, preferably within Construction Management.
• Excellent communication skills in English, both spoken and written.
• Ability to work under pressure and be flexible.

Responsibilities

• Manage document control and administrative support for project management.
• Track and monitor required submissions and payments.
• Coordinate meetings and prepare reports for management.

Skills

Communication skills

Detail oriented

Customer service

Flexibility

Education

Polytechnic Diploma

Tools

Microsoft Office

Adobe PDF

Job description

The Project Secretary manages document control for the project(s) to ensure adherence to quality standards and the project requirements. This position is responsible for administrative documentation processing during all phases of the pre/during/post construction process.

Job Responsibilities:

• Providing secretarial and administrative support to the General Manager and Project Managers to ensure the smooth running of the department operations.

• Keeping all important documents, invoices, and contracts; and maintaining a filing system for all projects for efficient retrieval of documents especially for audit checks.

• Co-ordinating & maintaining Department’s resource library.

• Tracking and monitoring required submittals from Consultants, Contractors and Government authorities such as permits, insurance certificates, schedules, safety & legal documents, technical submittals, invoices, and correspondence.

• Tracking invoices and payments to vendors and business associates (e.g., monthly progress payment for projects.)

• Coordinating & facilitating contract-related requirements (e.g., tender process, liaison with QS and main contractor and authorities’ submissions.)

• Assisting in managing schedules and arranging meetings for the project team including room bookings, catering requirements, logistics, presentation set-up and preparation of presentation materials.

• Taking minutes of meeting and prepare management reports for the Company’s management meetings and the Department’s operation meetings.

• Managing email, telephone calls, and other correspondence on behalf of the project team; routing document/ forms and necessary paperwork from the project site to office and relevant persons where appropriate.

• Coordinating & assisting with “Handover and Post Completion” (e.g., inspection of apartment units for handover to buyers, submission of inspection reports to main contractors, applications like GIRO for the Management’s Office.)

• Taking on other ad hoc duties and/or flexibility and cover as required at the direction of the Department Head.

Job Requirements:

• Minimum 2 years of experience in a project secretarial role, preferably within Construction Management or Built-Environment industry

• At least a Polytechnic Diploma

• Detail oriented with excellent communication skills

• Fluent in English, spoken and written

• Proficient with Microsoft Office applications and Adobe PDF

• Excellent customer service and good follow-through

• Ability to work under pressure and be flexible

We regret to inform that only shortlisted candidates will be notified.