Project Secretary / Document Controller

· Prepares all kind of project related documents and correspondences (letters, memos, minutes of meetings, and MOU) and presenting to the Project Manager as and when required.

· Maintains a proper filing system for the project, including all the technical and administrative documents in accordance with ISO standard.

· Maintain the Incoming Correspondence Log Weekly, once updated, print for each dept. and distribute to ensure that all the letters are being responded.

· Control all the company stamps and the use of letter heads for/and as project requirements.

· Receives and distributes documents, letters and correspondence to the relevant project staff

· Maintain a log for the project vehicle usage and transfer, and coordinates with the project staff and drivers

· Arrange conferences, meetings, and travel reservations for Department Manager, as required.

· Drafts letter and prepares meeting agendas and minutes of meeting as needed.

· Sets-up and maintains the filing system for the Department and keeps the safe custody of the documents.

· Ensure that the Company’s policies and procedure and are implemented/complied at site as per the Head Office Management.

· Prepare Submittals like Pre-qualification, Document Transmittal, Document Submittal, Material submittals, Shop Drawings etc…. as per the project requirements and as advised by the Project Manager.

· Ensure the signatory of Dept.

Manager for all the submittals/transmittals etc… prior to submit to DC Dept.

· Prepares Daily Progress Report.

· Check frequently the levels of office supplies and place appropriate orders.

· Liaison with internal and external contacts.