Site Secretary

We are looking for a Site Secretary with a strong administrative background to support our architects, interior designers, and project managers on-site. This role requires someone with exceptional organizational skills, attention to detail, and the ability to handle a variety of tasks in a fast-paced, creative environment. The ideal candidate will be a team player, proactive in supporting site operations, and passionate about contributing to the success of architectural and interior design projects.

Key Responsibilities:

• Provide administrative support to the project team, including architects, designers, and site managers.
• Manage, track, and organize all project documentation such as design drawings, contracts, meeting notes, and client communications.
• Schedule and coordinate site meetings, ensuring the proper documentation, presentation materials, and stakeholders are in attendance.
• Maintain an organized filing system, both digitally and physically, for easy access to project files, drawings, and other essential materials.
• Assist in the preparation of progress reports, presentations, and design revisions as needed.
• Handle phone calls, emails, and other forms of communication with clients, contractors, and vendors in a professional and timely manner.
• Support the coordination of site visits, including managing logistics, visitor access, and any necessary permissions.
• Manage the supply chain for materials, monitor deliveries, and ensure that all resources are available for uninterrupted project execution.
• Assist in maintaining a safe and compliant environment by tracking safety logs and ensuring safety standards are met on-site.
• Maintain and update the project timeline, ensuring that milestones are met and any delays are communicated effectively.

Requirements:

• Previous experience in a secretarial or administrative role, preferably within the architecture, interior design, or construction industry.
• Strong knowledge of architectural terminology and processes.
• Excellent organizational and time-management skills, with the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management software or design tools is a plus.
• Strong written and verbal communication skills, with an ability to draft professional correspondence and reports.
• Ability to handle confidential information with discretion.
• A keen eye for detail, especially when it comes to reviewing design documentation or site-related reports.
• Strong interpersonal skills, with the ability to work closely with architects, designers, clients, and contractors.
• Flexibility and adaptability to support a fast-paced, dynamic work environment.

Job Type: Full-time