Project Secretary (Site Based)

PetroSea; Northern (KY); Hybrid; USD 42,000 - 66,000; Full time

Job summary

PetroSea is seeking a Project Administration & Document Management professional to support project correspondence, records, and filing across site and head office. You will coordinate meetings, manage travel logistics, maintain site records, prepare weekly reports, and ensure timely handover and archiving of project documentation while upholding confidentiality and accuracy.

The role requires strong organizational skills, proficient MS Office usage, and the ability to work independently in a

Qualifications

• Bachelor's degree in any major
• 3–5 years of experience as Project Secretary/Site Administrator/Executive Secretary or similar
• Experience in EPC, construction, mining, oil & gas, or industrial projects preferred
• Remote-site project experience advantageous
• Strong administrative and organizational skills
• Excellent document control and records management capabilities
• Strong communication and interpersonal skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to prepare professional reports, correspondence, and meeting minutes
• Discretion and confidentiality in handling project information

Responsibilities

• Manage and maintain project correspondence, records, files, and documentation per company procedures and project requirements
• Control incoming/outgoing documents with filing, tracking, archiving and retrieval
• Prepare routine project reports, letters, and administrative documents
• Maintain project registers, contact lists, distribution matrices, and site records
• Support document transmittal between project team, client, subcontractors, and vendors
• Arrange and coordinate project meetings, workshops, site visits, and management reviews
• Prepare meeting agendas, invitations, attendance records, and facilities
• Record meeting minutes and distribute to stakeholders in a timely manner
• Follow up action items and maintain logs for timely closure
• Coordinate travel arrangements, accommodation, transportation, and site access for personnel
• Assist mobilization/demobilization administration for site personnel
• Coordinate logistics for project meetings, trainings, and events
• Support daily site office operations and ensure efficient administrative activities
• Maintain office supplies, stationery, equipment, and resources
• Coordinate with Head Office and site functions on admin requirements
• Assist onboarding administration for newly mobilized personnel
• Prepare weekly/monthly administrative reports for Project Management
• Assist Project Manager in consolidating project information and maintaining records
• Support project audits, document reviews, and close-out documentation
• Ensure all project documentation is maintained for handover and archiving

Skills

Administrative skills

Organizational skills

Document control

Communication skills

Microsoft Office

Report writing

Attention to detail

English proficiency

Education

Bachelor's degree

Job description

Project Administration & Document Management

• Manage and maintain project correspondence, records, files, and documentation in accordance with company procedures and project requirements.
• Control incoming and outgoing documents and ensure proper filing, tracking, archiving, and retrieval.
• Prepare routine project reports, presentations, letters, and other administrative documents.
• Maintain project registers, contact lists, distribution matrices, and site records.
• Support document transmittal processes between project team, client, subcontractors, and vendors.

Meeting & Communication Coordination

• Arrange and coordinate project meetings, workshops, site visits, and management reviews.
• Prepare meeting agendas, invitations, attendance records, and meeting facilities.
• Record meeting minutes and distribute them to relevant stakeholders in a timely manner.
• Follow up action items and maintain action logs to ensure timely closure.

Travel & Logistics Coordination

• Coordinate travel arrangements, accommodation, transportation, and site access requirements for project personnel and visitors.
• Assist mobilization and demobilization administration for site personnel.
• Coordinate logistics requirements related to project meetings, training, and project events.

Site Office Administration

• Support daily site office operations and ensure administrative activities run efficiently.
• Maintain office supplies, stationery, equipment, and administrative resources.
• Coordinate with Head Office and site functions regarding administrative requirements.
• Assist onboarding administration for newly mobilized personnel.

Reporting & Project Support

• Prepare weekly and monthly administrative reports as required by Project Management.
• Assist Project Manager in consolidating project information and maintaining project records.
• Support project audits, document reviews, and project close-out documentation activities.
• Ensure all project documentation is properly maintained for handover and archiving purposes.

Job Responsibilities

Project Administration & Document Management

• Manage and maintain project correspondence, records, files, and documentation in accordance with company procedures and project requirements.
• Control incoming and outgoing documents and ensure proper filing, tracking, archiving, and retrieval.
• Prepare routine project reports, presentations, letters, and other administrative documents.
• Maintain project registers, contact lists, distribution matrices, and site records.
• Support document transmittal processes between project team, client, subcontractors, and vendors.

Meeting & Communication Coordination

• Arrange and coordinate project meetings, workshops, site visits, and management reviews.
• Prepare meeting agendas, invitations, attendance records, and meeting facilities.
• Record meeting minutes and distribute them to relevant stakeholders in a timely manner.
• Follow up action items and maintain action logs to ensure timely closure.

Travel & Logistics Coordination

• Coordinate travel arrangements, accommodation, transportation, and site access requirements for project personnel and visitors.
• Assist mobilization and demobilization administration for site personnel.
• Coordinate logistics requirements related to project meetings, training, and project events.

Site Office Administration

• Support daily site office operations and ensure administrative activities run efficiently.
• Maintain office supplies, stationery, equipment, and administrative resources.
• Coordinate with Head Office and site functions regarding administrative requirements.
• Assist onboarding administration for newly mobilized personnel.

Reporting & Project Support

• Prepare weekly and monthly administrative reports as required by Project Management.
• Assist Project Manager in consolidating project information and maintaining project records.
• Support project audits, document reviews, and project close-out documentation activities.
• Ensure all project documentation is properly maintained for handover and archiving purposes.

Education

Bachelor's degree in any major

Skill, Knowledge, and Experience

Experience

• Minimum 3–5 years of experience as Project Secretary, Site Administrator, Executive Secretary, or similar role.
• Experience in EPC, construction, mining, oil & gas, or industrial projects is preferred.
• Experience working at remote project sites is an advantage.

Strong administrative and organizational skills.

Excellent document control and records management capability.

Strong communication and interpersonal skills.

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Ability to prepare professional reports, correspondence, and meeting minutes.

Strong attention to detail and confidentiality.

Able to work independently and under pressure in a site environment.

Good English communication skills (written and verbal) preferred.

Certification

• If candidates do not meet the requirements specified in the Education section, evaluation shall be conducted in accordance with KKNI Level 6.

Other Requirements