Secretary

Responsibilities:

• Provide administrative and secretarial support to management and project teams.
• Manage incoming calls, emails, correspondence, and office communications.
• Schedule appointments, meetings, and site visits for management.
• Prepare letters, reports, presentations, and other business documents.
• Maintain an organized filing system for office and project documentation.
• Organize and maintain project files, contracts, drawings, permits, and technical documents.
• Prepare and distribute meeting agendas and take accurate minutes during meetings.
• Track project documentation and ensure records are complete and up to date.
• Assist in preparing project reports, tender documents, and correspondence.
• Ensure proper documentation of project approvals and submissions.
• Coordinate office supplies, equipment, and maintenance requirements.
• Welcome visitors, clients, contractors, and suppliers professionally.
• Arrange travel, accommodation, and logistics for management when required.
• Support the coordination of internal meetings and company events.
• Liaise with project managers, engineers, architects, contractors, consultants, and clients.
• Follow up on outstanding documents, approvals, and project-related communications.
• Coordinate the flow of information between the head office and project sites.
• Maintain confidentiality when handling company and client information.
• Maintain staff attendance records and administrative logs where required.
• Prepare weekly and monthly administrative reports.
• Monitor office expenses and assist with procurement of office supplies.
• Perform other administrative duties as assigned by management.

Requirements:

• Minimum of an OND in Business Administration, Office Management, Secretarial Administration, Public Administration, or a related field.
• Proven years of experience as a Secretary, Administrative Assistant, or similar role, preferably in a construction or engineering company.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational, time management, and multitasking abilities.
• Ability to maintain confidentiality and professionalism.
• Close attention to detail and accuracy.