Secretary - Construction

Key Responsibilities

1. Administrative Support

• Provide administrative support to the construction project management team, including Project Managers, Site Managers, and engineers.
• Maintain and organize project files, documentation, and records in both physical and digital formats.
• Ensure that all construction-related documents, such as contracts, blueprints, permits, and approvals, are properly filed and easily accessible.
• Prepare and format reports, presentations, and correspondence as required by the team.
• Assist in the preparation and distribution of project documentation, including requests for proposals (RFPs), quotes, and contract terms.

2. Scheduling and Coordination

• Manage the calendar of the construction team, scheduling meetings, site visits, and project updates.
• Coordinate appointments, ensuring that key personnel are available for meetings and site inspections.
• Assist in scheduling and confirming appointments for vendors, subcontractors, and clients.
• Organize travel arrangements for the construction team, including transportation, accommodations, and itineraries for site visits or business travel.
• Track project milestones and deadlines, ensuring that all involved parties are aware of upcoming events or deadlines.

3. Communication and Liaison

• Serve as the primary point of contact between the construction team and external stakeholders, including clients, vendors, subcontractors, and regulatory authorities.
• Handle incoming phone calls, emails, and other forms of correspondence, directing inquiries to the appropriate team member when necessary.
• Take minutes during construction meetings, ensuring accurate notes and action items are recorded and distributed promptly.
• Ensure that project-related communication is clear and efficiently shared between all team members.

4. Document Control and Filing

• Maintain an organized filing system for all construction-related documents, ensuring compliance with company policies and legal requirements.
• Update and track the status of ongoing projects, permits, contracts, and change orders, ensuring documentation is current and complete.
• Assist in compiling and preparing documents for legal and regulatory compliance, including work permits and safety reports.
• Ensure that all project documentation is correctly archived for future reference.

5. Office Support and Maintenance

• Assist with maintaining office supplies and equipment, ensuring that all necessary materials are available for the construction team.
• Monitor office supplies and reorder materials as needed, such as stationery, printer cartridges, and construction-related forms.
• Coordinate with the office