Joinery Project Secretary & Document controller

About This Role

About the job

Job Summary

The Joinery Project Secretary provides administrative and coordination support to the joinery project team. The role ensures smooth communication between project managers, production, site teams, suppliers, and clients, while maintaining proper documentation and project records.

Key Responsibilities

• Provide administrative support to the Project Manager and joinery team.
• Prepare, draft, and manage project correspondence (emails, letters, reports, MOM).
• Maintain and organize project files, drawings, BOQs, contracts, and submittals.
• Coordinate with production, design, and site teams for documentation and updates.
• Track project timelines, deliveries, and installation schedules.
• Prepare and follow up on material submittals and approvals.
• Assist in preparing invoices, LPOs, and payment follow-ups.
• Maintain records of variations, RFIs, and project changes.
• Schedule meetings and prepare meeting minutes.
• Coordinate with suppliers and subcontractors regarding documentation.
• Ensure proper filing (soft and hard copy) as per company system.
• Support tender documentation preparation when required.

Qualifications & Requirements

• Diploma or Bachelor’s degree in Business Administration or related field.
• Minimum 2–3 years experience in joinery, fit-out, or construction industry.
• Strong knowledge of documentation procedures in joinery projects.
• Proficient in MS Office (Excel, Word, Outlook).
• Familiar with project documentation (drawings, BOQ, submittals).
• Good communication and organizational skills.
• Ability to work under pressure and manage multiple tasks.

Skills

• Attention to detail
• Time management
• Communication skills
• Document control knowledge
• Basic understanding of joinery production process