[CITYLAND] PROJECT MANAGEMENT OFFICE SECRETARY

JOB DESCRIPTION

Administrative & Project Secretary Duties

• Serve as the primary contact point for receiving, distributing, and submitting documents and correspondence from contractors and related departments to the Head of Project Management.
• Draft and issue letters, notices, and internal documents to support the Project Management Office’s daily operations.
• Monitor, manage, and archive all documentation, design drawings, as-built drawings, quality records, and settlement files in accordance with company procedures.
• Receive and transfer payment dossiers, settlement documents, and shop drawings between departments and contractors, ensuring timely and accurate circulation.

Documentation – Equipment – HR Administration

• Manage and track office assets, equipment, working tools, and personal protective gear of the Project Management Office (PMO).
• Monitor staff attendance and personnel changes; coordinate with the HR Department on recruitment, transfers, and resignations.
• Compile and maintain project and personnel records to support internal or governmental inspections.

Finance & Reporting

• Act as the PMO’s cashier: handle payments, track expenditures, collect reimbursement documents, and prepare cost reports.
• Prepare monthly reports on material consumption, supplies usage, and operating budgets as required.
• Support the preparation of consolidated reports and statistical summaries for the Head of Project Management.

Other Tasks

• Perform other duties as assigned by the Head of Project Management or the Company Director.

REQUIREMENTS

• Education: College or University degree in Office Administration, Archival Management, Business Administration, or a related field.
• Experience: At least 3 years of experience in a similar role, preferably within construction, real estate, or project management companies.
• Technical Skills:
  • Proficient in Microsoft Office (Word, Excel, Outlook); knowledge of AutoCAD is an advantage.
  • Strong skills in administrative writing, documentation control, and record management.
• Personal Attributes: Detail-oriented, responsible, honest, highly organized, and able to work under pressure.
• Soft Skills: Excellent communication and teamwork abilities; proactive in task coordination and problem-solving.
• Languages: Basic English communication skills are an advantage.