Project Secretary

Job Responsibilities:

• Schedules meetings, prepares meeting agendas and takes meeting minutes.
• Maintains project documentation, including contracts, permits, drawings and reports, ensuring all documents are organized, up-to-date and easily accessible.
• Serves as the main contact person for the project by taking calls, messages and handling correspondences with clients & external parties, directing the correspondence or communication to the relevant Project Team members as appropriate.
• Facilitates communication among project stakeholders, including clients, contractors and internal team members.
• Prepares and distributes project updates and reports.
• Maintains diaries and arranges appointments for the Project Director/Project Manager.
• Collates information from Project Team members and prepares weekly/monthly Project Progress Reports for submission.
• Acts as a receptionist, meeting and greeting clients.
• Provides project induction training to new members joining the Project Team and updates the Project Organisation Chart as necessary.
• Responsible for controlling & procuring project office supplies & stationery with approval from the Project Control Manager.
• Organizes social activities such as appreciation luncheons or dinners with clients or among project team members under the instruction of the Project Director/Project Manager.
• Implements and maintains document control procedures.
• Oversees the entire lifecycle of documents, from their creation and distribution to their eventual archiving.
• Categorizes and organizes documents based on their type, importance and relevance.

Job Requirements:

• Diploma or Degree in Engineering/HR/Administration.
• Minimum 3 years experience in a project work environment.
• Familiarity with PIMS or other document software control systems is preferred.
• Knowledgeable in Microsoft Office applications such as Word, Excel & PowerPoint.
• Strong organizational skills, able to keep track of deadlines and essential files.
• Clear and friendly communication skills, capable of engaging in conversations that create strong connections and build relationships.
• Ability to take initiative, work independently and seek continuous improvements.
• Honest and trustworthy, capable of handling sensitive project, client or external party information, with discretion and confidentiality.
• Strong advocate for teamwork.
• Ability to cope with stress, deadlines and multitasking, often dealing with several people at once.

Our Address and Working Hours:

Seatrium (SG) Pte. Ltd.

(Tuas Boulevard Yard)

80 Tuas South Boulevard, Singapore 637051

(Islandwide transport)

Mon - Thurs: 8am - 5:15pm

Fri: 8am - 4:30pm

Interested candidates are invited to send us an updated resume with your current and expected salary and earliest availability.

We regret that only shortlisted candidates will be notified.

Please note that your personal data disclosed to Seatrium (SG) Pte. Ltd. and our group of companies shall be used for the purposes of evaluation and processing in accordance with our recruitment processes and policies. By providing your personal data, you consent to the aforesaid purpose under the provisions of the Personal Data Protection Act 2012.