We are looking for a Project Secretary who will be responsible for managing project correspondence i.e. incoming and outgoing letters and meeting minutes (MoM), to support the smooth execution of a Midstream EPCIC project.
The role ensures accurate record management, facilitates timely communication and coordination among internal and external stakeholders, provides comprehensive administrative support and maintains proper document control throughout all phases of the project lifecycle
.
Responsibilitie:
Correspondence Management
- Receive, register, track and distribute all incoming and outgoing project correspondence in accordance with the Project Document Control Procedure
- Maintain correspondence logs and ensure all letters are properly numbered, filed and archived
- Monitor correspondence status and follow up on pending responses to ensure timely closure
- Verify that outgoing correspondence is reviewed, approved and issued through the appropriate communication channels
- Coordinate with project teams to obtain required inputs, comments and approvals for correspondence
- Ensure confidentiality and security of project communications and records
Meeting Coordination and Minutes of Meeting (MoM)
- Coordinate and schedule project meetings, workshops and management reviews
- Prepare meeting invitations, agendas, attendance records and supporting materials
- Attend meetings and accurately record discussions, decisions, action items and commitments
- Prepare, issue and distribute Minutes of Meeting (MoM) within the required timeframe
- Maintain an action-item tracker and follow up with responsible parties on outstanding actions
- Archive approved MoMs and ensure they are readily accessible for reference and audits
Document Filing and Record Management
- Establish and maintain an organized filing system for correspondence and meeting records
- Ensure all correspondence and MoMs are properly indexed, stored and retrievable
- Maintain electronic and hard-copy records in accordance with project document retention requirements
- Support audits and management reviews by providing correspondence and meeting records when required
Communication Coordination
- Serve as the focal point for the distribution of project correspondence among internal teams, clients, contractors, vendors and government authorities
- Ensure project communications are disseminated to the correct stakeholders in a timely manner
- Coordinate communication interfaces between engineering, procurement, construction, installation, commissioning and project management teams.
Reporting and Monitoring
- Prepare periodic correspondence status reports, including incoming, outgoing, overdue and pending letters
- Maintain trackers for correspondence, MoMs and action items
- Highlight overdue responses, outstanding actions and communication bottlenecks to project management
Archiving and Project Close-Out
- Compile and archive all project correspondence, MoMs and communication records during project close-out
- Ensure records are complete, traceable, and available for future reference, audits, claims management, and lessons learned activities
- Support the handover of correspondence records to the Client and Operations team upon project completion
Skills & Abilities
- Proven experience as an administrative assistant, secretary or similar role, preferably in a project-based environment
- Excellent written and verbal communication skills
- Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Strong organizational, filing and record-management skills with attention to detail.
- Ability to manage project correspondence, meeting minutes (MoM) and action trackers efficiently
- Effective coordination and stakeholder communication skills.
- Ability to prioritize multiple tasks and meet deadlines in a fast-paced project environment
- Strong follow-up, problem-solving and multitasking abilities
- Ability to maintain confidentiality and handle sensitive information professionally.
- Familiarity with document control systems and EPCIC project communication processes is an advantage.
