Project Secretary; Site

Project Administration & Document Management

• Manage and maintain project correspondence, records, files, and documentation in accordance with company procedures and project requirements.
• Control incoming and outgoing documents and ensure proper filing, tracking, archiving, and retrieval.
• Prepare routine project reports, presentations, letters, and other administrative documents.
• Maintain project registers, contact lists, distribution matrices, and site records.
• Support document transmittal processes between project team, client, subcontractors, and vendors.

• Arrange and coordinate project meetings, workshops, site visits, and management reviews.
• Prepare meeting agendas, invitations, attendance records, and meeting facilities.
• Record meeting minutes and distribute them to relevant stakeholders in a timely manner.
• Follow up action items and maintain action logs to ensure timely closure.

• Coordinate travel arrangements, accommodation, transportation, and site access requirements for project personnel and visitors.
• Assist mobilization and demobilization administration for site personnel.
• Coordinate logistics requirements related to project meetings, training, and project events.

• Support daily site office operations and ensure administrative activities run efficiently.
• Maintain office supplies, stationery, equipment, and administrative resources.
• Coordinate with Head Office and site functions regarding administrative requirements.
• Assist onboarding administration for newly mobilized personnel.

• Prepare weekly and monthly administrative reports as required by Project Management.
• Assist Project Manager in consolidating project information and maintaining project records.
• Support project audits, document reviews, and project close-out documentation activities.
• Ensure all project documentation is properly maintained for handover and archiving purposes.

Bachelor's degree in any major

• Minimum 3–5 years of experience as Project Secretary, Site Administrator, Executive Secretary, or similar role.
• Experience in EPC, construction, mining, oil & gas, or industrial projects is preferred.
• Experience working at remote project sites is an advantage.

Strong administrative and organizational skills.

Excellent document control and records management capability.

Strong communication and interpersonal skills.

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Ability to prepare professional reports, correspondence, and meeting minutes.

Strong attention to detail and confidentiality.

Able to work independently and under pressure in a site environment.

Good English communication skills (written and verbal) preferred.

• If candidates do not meet the requirements specified in the Education section, evaluation shall be conducted in accordance with KKNI Level 6.