Senior Project Secretary
KBR
Title
Senior Project Secretary
Job Responsibilities
1. Administrative support to the Project Team (includes client’s team), duties and responsibilities include but not limited to the following:
Arrange company security and building access cards
Create and manage folders on Project Drive/SharePoint, includes managing of folder access rights
Assist with correspondences and communication with clients
Prepare and maintain various reports as required
Manage the set-ups of functional mailbox
Coordinate and raise IT request tickets for software network/wifi access, office equipment rights, etc
Complete relevant forms that the project called for, keep record and timely update of forms
Reserve of meeting rooms
Manage and organize seating plan
Update of space rental reports (Project space)
Work closely with company’s other offices on project’s matters
Coordinating business travel, e.g booking of flight tickets, hotels, VISA, etc
Arranging LOI (Letter of Invitation) for overseas visitors
Handle overtime (OT excess form) records and sought approvals from the Project Director/Managers
Coordinate purchases and manage services entries for payment of invoices
Organize snacks/meals for events (projects/corporate) where necessary
Assist with expense claims for project leads
To render assistance to another project where needed
2. Project Secretaries Supervising and Admin Support:
To train and supervise a group of project secretaries
Provide mentorship to the project secretaries/junior staff
Provide administrative support to senior management staff where required
Support the Office Manager on tasks as directed
Other ad-hoc duties as assigned
Minimum GCE “O” level
At least 8 years of working experience in the related field
A team player who can also work independently
Detailed, meticulous and strong organizational skills
Taking ownership and accountability at work
Able to work in a fast-paced environment
Proficient in MS Office applications
