Project Secretary

Position: Project Secrectary

A. Job Description:

  • Synthesis of the construction schedule, the volume of work performed during the day;
  • Take care all client liaison related to the project schedule;
  • Attend initial project meetings to know project relevant client team and way of work;
  • Take/ check meeting minutes of each meeting and distribute to the involved parties, record deliverables;
  • Collect and check all document, document control.
  • Prepare records delivery and payment;
  • Monitoring the implementation of the project personnel, attendance, expense accounts;
  • Implementation of office operations, project logistics;
  • Check English spelling + grammar of all documents & Translation from Vietnamese into English and vice versa;
  • Check time record of each team member, prepare project time tracking and warn if time spend is over budget;
  • Prepare Tender prequalification for submission;
  • Coordinate with team for preparation of Final Acceptance as well as support for completion As-built document if required.
  • Prepare weekly project tracking list ;
  • Do the other task as required by the line manager.

B. Responsibilities:

  • Submit and record orders (BoQ, PR) from PE, SM, PM.
  • Submit, record project documents in accordance with ISO and regulations of companies.
  • Provide full admin support to the project team and coordinate relevant department to ensure the smooth running of the project operation (logistic, hotel, transportation, etc.)
  • Monitoring, recording, and control all project documents efficiently including print, scan documents.
  • Check and verify claim & invoice of project team as well as making payments when be required.
  • Making BOQ/ PR for project and support for making IFC BOQ.
  • Tracking Purchase Orders/ Contract of project in full and timely as well as must understand terms of Purchase Orders/ Contract.

C. General requirements:

  • Foreign Language or Business Administration University Degree.
  • 3 years of experience as Project Secretary.
  • Experience in ISO 9001:2015 system is preferable.
  • Experience at project organization/management skill.
  • Experience in construction industry and technical term translation.
  • Experience in taking meeting minutes by English.
  • Very good command of English – Vietnamese is a plus.
  • Proficiency with MS Office (Word, Excel, Powerpoint), MS Project ability is a plus.
  • A smart appearance and professional manner.
  • Attention to details and carefulness.
  • Pro-active approach to challenges, honest, responsible.
  • Strong collaboration, good communication and interpersonal skills.

Deadline: 30 November 2021