Project Secretary

Responsibilities:
•    Co-ordination of project meetings including board-room bookings, catering arrangements, couriers, car bookings etc. as required.
•    Forward all potential documentation (hard copy and electronic) to the Project Director and team.
•    Ensure files are stored in their correct location, in numerical/date order and that team members do not remove files from the location/office.
•    Support the setting up of new projects adhering to company procedures including completion and sign off of our filing structure, file labels, contacts etc.
•    Support updating of the company filing structure as necessary.
•    Ensure all project files are archived at the agreed time with Job Architect and authorized by Project Director.
•    Responsible for updating contact database in Outlook and forwarding information (as a v-card) to ICT Administrator for Intranet update.
•    Ensures Project Handover form, Client Feedback form and all project-end forms are completed and signed off prior to the transfer of a project.
•    Ensuring a Project Handover form is completed and signed off prior to vacation or exit from the team/company by a Project Director.
•    Ensuring the team list on the Intranet and the project email distribution list are kept up to date.
•    Ensure PI Sheets are prepared and kept up to date in coordination with the Graphic Designer and Project Architect.
•    Support in compiling brochures for projects (including potentials).
•    After meetings, ensure documents/contacts/minutes are handed over by Director/Architect for processing in accordance with company procedures and minutes go out within 48hrs after the meeting.
•    Provide full secretarial and administrative support to the project team and process to ensure the smooth running of the department operations.
•    Develop and maintain document control processes for an efficient team.
•    Prepare letters, memos, presentations, reports and proposals (RFP’s and EOI’s) as required.
•    Circulate RFP’s and EOI’s for Monday morning Director meetings on a weekly basis.
•    Undertake general office secretarial administration duties and ad hoc duties, as may be assigned.

Requirements
•    Bachelor's Degree in Administration/Management, Secretarial or equivalent. A Diploma in a relevant field with at least 5 years of working experience in theconstruction industry is required.
•    Relevant experience in administrative and management environment.
•    Proficiency in Microsoft Projects and Office suite (Word, Excel and PowerPoint).
•    Able to take notes and minutes of technical meetings and discussions an advantage.
•    Communication, presentation and project management skills.
•    Methodical, accurate and consistent attention to detail.
•    Excellent organizational and flexibility skills.
•    Able to demonstrate initiative and a proactive approach to daily tasks.
•    Excellent written and verbal communication skills – articulate and diplomatic manner.
•    Able to prioritize duties and work under pressure while always remaining calm and professional.
•    Knowledge of ISO 9001: 2015 (QMS) is an added advantage