Project Secretary

Job Objectives:

To provide high-level administrative and secretarial support to the Project Management Team to ensure smooth coordination, efficient documentation control, and effective communication throughout the FPSO project lifecycle.

Key Responsibilities:

• Provide administrative support to Project Managers, Engineering Teams, and other stakeholders.
• Prepare, format, and proofread project-related documents, correspondence, presentations, reports, and minutes.
• Maintain and update the project document filing system (hardcopy and electronic).
• Coordinate internal and external meetings, including scheduling, room booking, preparation of materials, and catering arrangements.
• Manage the flow of incoming and outgoing correspondence, ensuring timely distribution and tracking.
• Liaise with project team members, vendors, and clients to facilitate effective communication.
• Support onboarding of new project team members by arranging access, workspaces, and induction schedules.
• Assist in the preparation of reports for client submission and internal review (e.g., progress reports, manpower logs, action trackers).
• Ensure compliance with document control procedures and project governance requirements.
• Monitor timelines and assist in the tracking of deliverables and milestones.
• Handle travel arrangements, claims, and expenses for project team members.
• Assist with logistics and arrangements for project events, audits, and inspections.
• Maintain confidentiality and professionalism in all interactions and documentation.

Key Deliverables:

• Accurate and timely documentation of project meetings and correspondence
• Organized project filing system
• Updated project calendars, reports, and document registers
• Efficient meeting coordination and logistical support
• Timely processing of administrative requests and project support tasks

Qualifications & Requirements:

• Diploma or higher in Business Administration, Secretarial Studies, or a related field.
• Minimum 3–5 years of experience in a similar role; experience in oil & gas or offshore projects (especially FPSO) preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); knowledge of document management systems is a plus.
• Strong written and verbal communication skills.
• High level of discretion, integrity, and organizational skills.
• Ability to multitask and work under pressure in a dynamic project environment.