Job Purpose:-The Secretary is responsible for providing administrative support to the management and staff of the construction company. This role involves handling communication, scheduling, document management, and various other clerical duties to ensure the smooth operation of the office. The Secretary acts as a key point of contact for both internal and external stakeholders, ensuring effective communication and coordination within the company.
Main Duties and Responsibilities
- Administrative Support:
- Manage and maintain executives' schedules, including meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, reports, presentations, and other documents.
- Organize and maintain paper and electronic filing systems, ensuring documents are easily accessible and properly stored.
- Handle incoming and outgoing mail, email, and phone calls, directing them to the appropriate parties
Communication:- Serve as the primary point of contact for internal and external communications.
- Coordinate communication between management, staff, clients, subcontractors, and suppliers.
- Draft and distribute meeting agendas, minutes, and other relevant documentation.
- Assist in the preparation and distribution of project updates, newsletters, and other company communications.
- Scheduling and Coordination:
- Coordinate and schedule meetings, conferences, and site visits.
- Arrange travel and accommodations for company staff as needed.
- Manage and update the company calendar, ensuring all important dates and deadlines are tracked.
- Coordinate with other departments to ensure smooth workflow and timely completion of tasks.
- Document Management:
- Maintain and update project documentation, including contracts, permits, plans, and specifications.
- Assist in the preparation and submission of bids, proposals, and other project-related documents.
- Ensure that all documents are properly formatted, reviewed, and approved before submission or distribution.
- Manage the archiving and retrieval of documents in compliance with company policies and regulations.
- Office Management:
- Order and maintain office supplies, ensuring that all necessary materials are available for daily operations.
- Oversee the maintenance and repair of office equipment and facilities.
- Assist in the organization of company events, meetings, and training sessions.
- Ensure that the office environment is clean, organized, and professional.
- Client and Vendor Relations:
- Serve as a liaison between the company and clients, vendors, and subcontractors.
- Assist in managing client inquiries, concerns, and requests in a timely and professional manner.
- Coordinate the flow of information between clients, project managers, and other stakeholders
- Data Entry and Record Keeping:
- Enter and update data in company databases, ensuring accuracy and completeness.
- Maintain records of project timelines, budgets, and other key metrics.
- Assist in the preparation of financial reports, invoices, and expense reports.
- Compliance and Legal Support:
- Assist in ensuring that the company complies with all legal and regulatory requirements.
- Help prepare and file necessary documents with government agencies, such as permits and licenses.
- Maintain records of compliance activities and monitor deadlines for renewals and submissions.
- Support to HR and Finance:
- Assist the HR department with tasks such as onboarding new employees, maintaining employee records, and scheduling interviews.
- Provide support to the finance department by processing invoices, managing petty cash, and assisting with payroll.
- Special Projects:
- Assist in the execution of special projects as directed by management.
- Conduct research, gather information, and prepare reports for various company initiatives.
- Provide support during peak periods or for urgent tasks that require immediate attention.