Project Secretary

Technical Division: Assistance

• Performing the basic operations of the office secretary:
  • Host the Technical weekly meeting with internal team and FEV customer every Monday.
  • Manage all the bidding/quotation tracking and update status with all stakeholders.
• Manage ISO file of the Technical Division.
• Do timekeeping, calculate the allowances of personnel under the Technical Division each month.
• Manage the general activities of Technical Division.

Project Secretary

• Consolidate and update the project construction schedule and daily work progress/quantities.
• Coordinate and handle all client liaison activities related to project schedule and progress.
• Attend project kick-off and initial coordination meetings to understand the client team structure, communication channels, and working procedures.
• Take, review, finalize, and distribute meeting minutes to relevant parties; maintain an action item and deliverables tracking log.
• Collect, review, control, and maintain project-related documents and records.
• Prepare document transmittals, submission records, payment documentation, and supporting records.
• Monitor project personnel deployment, attendance, timesheets, and expense claims.
• Coordinate project office administration, logistics, meetings, and other operational arrangements.
• Check and consolidate team members' time records; maintain project manpower/time tracking and highlight potential budget overruns to the Project Manager.
• Prepare tender prequalification documents and other supporting documents for submission.
• Prepare and maintain weekly project tracking reports, including progress, deliverables, pending actions, and key issues.
• Coordinate with Technical, Commercial, Procurement, Finance, Accounting, Legal, and other relevant departments to ensure smooth project execution.
• Support preparation and submission of PRs, invoices, progress claims, payment requests, contract documents, and related commercial/project records.
• Maintain proper filing and document control in accordance with company procedures and project requirements.
• Perform other duties and responsibilities as assigned by the Line Manager / Project Manager.