Project Secretary

Seatrium Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

An established maritime company in Singapore is seeking a Document Controller to manage project documentation and communication among stakeholders. The ideal candidate possesses a Diploma or Degree in Engineering, Human Resources, or Administration, along with at least 3 years of experience in a project-based environment. Proficiency in Microsoft Office and document control software is essential. This role offers a collaborative work environment with a focus on organization and clear communication.

Benefits

Islandwide transport provided

Qualifications

• Experience as a Document Controller or Project Secretary, ideally in a shipyard.
• Minimum 3 years in project-based work environment; fresh graduates welcome.
• Ability to manage multiple tasks and stakeholders effectively.

Responsibilities

• Transmitting project documents to Production and clients.
• Scheduling meetings and recording minutes.
• Maintaining all project documentation accurately.

Skills

Organizational skills

Clear communication

Proficiency in Microsoft Office

Education

Diploma or Degree in Engineering, Human Resources or Administration

Tools

PIMS or other document control software

Job description

Responsibilities

• Transmits project documents to Production and clients as required.
• Schedules meetings, prepares agendas and records minutes; circulates minutes for internal comments and issues approved versions to the client within stipulated timelines.
• Maintains all project documentation—including contracts, permits, drawings and reports—to ensure files are accurate, organized and readily accessible.
• Serves as the primary point of contact for project-related calls, messages and correspondence; routes communications to relevant team members when appropriate.
• Facilitates effective communication among project stakeholders, including clients, contractors and internal team members; prepares and distributes project updates and reports.
• Manages calendars and arranges appointments for the Project Director/Project Manager.
• Collates information from Project Team members and prepares weekly/monthly Project Progress Reports; submits reports for vetting and final approval before client submission.
• Acts as receptionist and welcomes clients and visitors during meetings or office visits.
• Provides project induction training to new team members and updates the Project Organisation Chart when necessary.
• Controls and procures project office supplies and stationery with appropriate approvals.
• Organises social activities, such as appreciation luncheons or team dinners, as instructed by the Project Director/Project Manager.

Qualifications

• Possesses a Diploma or Degree in Engineering, Human Resources or Administration.
• Has experience as a Document Controller or Project Secretary within a shipyard environment.
• Minimum 3 years of experience in a project-based work environment; fresh graduates are welcome to apply.
• Familiar with PIMS or other document control software systems.
• Proficient in Microsoft Office applications, including Word, Excel and PowerPoint.
• Demonstrates strong organizational skills, with the ability to manage deadlines, tasks and essential documentation effectively.
• Communicates clearly and professionally, fostering positive interactions and strong working relationships.
• Shows initiative, works independently and actively seeks continuous improvement.
• Maintains honesty, trustworthiness and strict confidentiality when handling sensitive project, client or external-party information.
• Supports teamwork and contributes to a collaborative working environment.
• Handles stress, tight deadlines and multitasking efficiently, often managing multiple stakeholders simultaneously.

Work Location

Seatrium (SG) Pte. Ltd.
Tuas Boulevard Yard
80 Tuas South Boulevard, Singapore 637051
(Islandwide transport provided)

Working Hours

Monday – Thursday: 8:00am – 5:15pm
Friday: 8:00am – 4:30pm