Site Secretary

2 weeks ago

Ras alKhaimah, United Arab Emirates xyz designers.com Full time

**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.
- 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.

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