Project Secretary

Job Detail

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.