Secretary

Job Title: Secretary - FEMALE ONLY

Location: Dubai, UAE

Employment Type: Full-Time

Key Responsibilities:

• · Maintain and organize project documents, including drawings, contracts, correspondence, and reports.
• Ensure proper document classification, sorting, filing, and archiving in accordance with company standards.
• Control and track the distribution of project documents to relevant stakeholders.
• Manage document versions to ensure the latest revisions are accessible.
• Coordinate with project teams to gather and review necessary documents for accuracy and completeness.
• Assist the Project Manager with administrative tasks, including scheduling meetings, preparing agendas, and organizing project updates.
• Support the Project Manager in tracking project progress and maintaining project logs.
• Ensure compliance with company document management standards and procedures.
• Manage electronic document management systems (EDMS) and ensure accurate data entry.
• Perform regular audits to ensure all documents are accurately filed and easily accessible.
• Handle confidential documents securely to maintain data integrity and confidentiality.
• Provide training and support to team members on document control procedures and systems.
• Identify opportunities to improve document control processes and recommend solutions.
• Provide administrative and secretarial support to the line managers, ensuring smooth operations across multiple sites.
• Coordinate with various construction sites and ensure effective communication between site teams and the MEP Team.
• Manage and track all correspondence between the site teams, contractors, clients, and other stakeholders, ensuring timely responses and actions
• Identify and highlight critical issues or concerns from sites or stakeholders, bringing them to the immediate attention of the Projects Director
• Assist in scheduling meetings, preparing reports, and maintaining accurate records of project activities and communications
• Handle incoming and outgoing documents, ensuring proper documentation and filing
• Act as a liaison between the Projects Director and site teams to facilitate swift decision-making and problem resolution
• Monitor project timelines and deliverables, ensuring key milestones and updates are communicated effectively to all parties
• Maintain and organize project documents such as contracts, permits, drawings, specifications, and correspondence.
• Arrange and coordinate project meetings, prepare agendas, take minutes, and distribute meeting materials.
• Maintain accurate records of project activities, timelines, and progress reports.
• Assist in coordinating the delivery of project materials, equipment, and manpower.
• Manage project-related information systems, databases, and file-sharing platforms.

Requirements:

· Diploma in Engineering or Bachelor’s degree in any discipline.

· 5 or more years of experience preferably within MEP in the UAE.

· Proficiency in document management software (Aconex, SharePoint, Procore, or similar).

Job Type: Full-time

Application Question(s):

• What is your salary expectation?

Experience:

• building construction: 5 years (Preferred)

Language:

• tagalog (Required)