Department Secretary

We are looking for a proactive and organized Secretary to support the Head of Construction and Site Coordination team with day-to-day administrative and coordination activities. The role will involve maintaining site documentation / coordination, coordinating meetings and communications, tracking actions, and providing administrative support to ensure smooth site operations.

Key Responsibilities

• Provide administrative and secretarial support to the Site Coordination team.
• Coordinate meetings, prepare agendas, record minutes, and follow up on action items.
• Maintain and organize site-related documents, reports, correspondence, and records.
• Coordinate communication between site teams, project management, contractors, and other stakeholders.
• Prepare and circulate daily, weekly, and monthly reports as required.
• Track pending actions, submissions, approvals, and deliverables and follow up with relevant teams.
• Manage incoming and outgoing correspondence and ensure timely distribution.
• Schedule site meetings and other coordination activities.
• Assist with preparation of presentations, spreadsheets, trackers, and other project documents.
• Maintain confidentiality of project / Site and company information.
• Perform other administrative and coordination duties as assigned.

Requirements

• Diploma or bachelors degree in Administration, Business, or a related field.
• 3 - 7 years of experience in a secretarial or administrative coordination role, preferably in a construction, engineering, EPC, or project environment.
• Good knowledge of MS Office, particularly Word, Excel, PowerPoint, and Outlook.
• Strong organizational, communication, and follow-up skills.
• Ability to manage multiple tasks and work effectively under deadlines.
• Good written and verbal communication skills
• Previous experience working in a site/project environment will be an advantage.