Project Secretary (Site Based)

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.

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.

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.