Project Secretary / Project Coordinator

Role overview

Management and project coordination

• Manage schedules, meetings, appointments, agendas, minutes, action lists, and deadlines.
• Coordinate with project, construction, procurement, estimation, commercial, design, engineering, and QA/QC teams.
• Track project actions, milestones, correspondence, approvals, procurement, deliveries, production, installation, and programme requirements.
• Maintain an action tracking register, follow up through closure, and escalate overdue or critical items.

Correspondence, reporting, and administration

• Prepare and circulate letters, emails, memoranda, notices, meeting materials, reports, and presentations.
• Maintain management correspondence, project records, filing systems, dashboards, trackers, and confidential documents.
• Collect departmental information and prepare weekly or monthly management reports on progress, procurement, production, delivery, installation, commercial matters, and outstanding issues.
• Coordinate critical material procurement and delivery follow-ups, travel, accommodation, appointments, calls, and visitors.

Qualifications and experience

• Bachelor's degree or diploma in Business Administration, Management, Office Administration, or a related field.
• At least 3–5 years of relevant secretarial, administrative, or management coordination experience.
• Construction, façade, aluminium, glass, or contracting company experience is highly preferred.

Skills

• Strong knowledge of Word, Excel, PowerPoint, and Outlook; good knowledge of document management and correspondence procedures.
• Excellent English communication and writing skills, organization, and follow-up.
• Desired: attention to detail, task prioritization, discretion, coordination, deadline management, and understanding of construction or project terminology.

Work location

• Work location is in person.