Job Description

The Project Secretary for the Design Team provides administrative, coordination, and documentation support to ensure design projects are delivered efficiently, on time, and in accordance with organizational standards. The role acts as a key liaison between designers, project managers, consultants, and other stakeholders.

Key Responsibilities

Project & Administrative Support

Provide day-to-day administrative support to the Design Team and Project Manager

Maintain project files, drawings, correspondence, and documentation (digital and physical)

Prepare, format, and distribute design reports, presentations, and meeting materials

Track project schedules, deadlines, and deliverables

Coordination & Communication

Coordinate meetings, design reviews, and workshops (scheduling, agendas, minutes)

Record and distribute meeting minutes, action items, and follow-ups

Serve as a point of contact between the design team, consultants, contractors, and internal departments

Manage incoming and outgoing correspondence related to design projects

Documentation & Records Management

Ensure proper version control of drawings, specifications, and design documents

Assist in submission of design packages, approvals, and revisions

Maintain logs for drawings, RFIs, submittals, and design changes

Support to Design & Project Teams

Assist designers with document preparation and compliance with company standards

Monitor progress of assigned tasks and flag delays or issues to the Project Manager

Support procurement and contract documentation when required

Qualifications & Skills

Diploma or degree in Business Administration, Project Management, Architecture, or a related field

Previous experience in a project secretary, administrative, or coordination role (design or construction environment preferred)

Strong organizational and time-management skills

Excellent written and verbal communication skills

Proficiency in MS Office (Word, Excel, PowerPoint, Outlook); familiarity with design/document management systems is an advantage

Ability to handle multiple projects and work under deadlines

Key Competencies

Attention to detail

Confidentiality and professionalism

Strong coordination and follow-up skills

Team-oriented with the ability to work independently

Job Type: Full-time