Project Secretary

• To organize the administrative facilities of the Project team and assist Engineering Department.
• Assist in the day-to-day record keeping of the department activities. To safeguard the Project team leaders' confidential files from access by others.
• Responsible for typing/copying reports, memos, facsimiles and routine correspondence as directed by the Project team leaders or their delegate.
• Responsible for taking minutes of meetings, typing and distribution of same.
• Coordinate with Human Resources department to prepare all required documents for Visa, Work Permit, Temporary Residence Card submission and working with other departments to submit required documents for expat Project team members when needed.
• Prepares stationery requirements / requisitions and keeps control of all stationery.
• Responsible for maintaining trace file, follow up file and arranging appointments for the Project team leaders.
• Responsible for maintaining an updated filing system in the Project and Engineering Department.
• Maintains all equipment record files.
• To complete Purchase Requests and keep a trace file for delivery.
• To be responsible for the safe evacuation of important documentation /diskettes in the event of an emergency.
• Responsible for the office space being clean and tidy at all times.
• Responsible for compliance with the Hotels Health and Safety Policy.
• Performs related duties and special projects as assigned.
• Maintain confidentiality of proprietary materials and information.
• Follow company and department policies and procedures.
• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
• Perform other reasonable job duties as requested by Lead Senior Project Manager.
• Address guests' service needs in a professional, positive, and timely manner.
• Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process to resolve issues, delight, and build trust.
• Receive persons entering the office by greeting them, determining nature and purpose of their visit, and directing or escorting them to specific destinations.
• Anticipate guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
• Speak to guests and co-workers using clear, appropriate and professional language.
• Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
• Support all co-workers and treat them with dignity and respect.
• Develop and maintain positive and productive working relationships with other employees and departments.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Take and distribute meeting minutes to appropriate individuals.
• Handle incoming and outgoing mail and distributing incoming mail.
• Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
• Transmit information or documents using computer.
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
• Document all guest requests/complaints and communicate such to appropriate personnel for proper handling.
• Undertake additional duties as requested by the Hotel Management and Project team leaders.
• Reports to the Lead Senior Project Manager.
• Interacts and cooperates with others in the Project team and Engineering Department.
• Interacts and cooperates with outside contractors/consultants, suppliers as appropriate.
• Interacts and cooperates with other departments as appropriate.