Site Project Secretary & Admin Coordinator

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

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