Job Description

Job Title: Secretary - FEMALE ONLY

Location: Dubai, UAE

Employment Type: Full-Time

Key Responsibilities:

Maintain and organize project documents, including drawings, contracts, correspondence, and reports. Ensure proper document classification, sorting, filing, and archiving in accordance with company standards. Control and track the distribution of project documents to relevant stakeholders. Manage document versions to ensure the latest revisions are accessible. Coordinate with project teams to gather and review necessary documents for accuracy and completeness. Assist the Project Manager with administrative tasks, including scheduling meetings, preparing agendas, and organizing project updates. Support the Project Manager in tracking project progress and maintaining project logs. Ensure compliance with company document management standards and procedures. Manage electronic document management systems (EDMS) and ensure accurate data entry. Perform regular audits to ensure all documents are accurately filed and easily accessible. Handle confidential documents securely to maintain data integrity and confidentiality. Provide training and support to team members on document control procedures and systems. Identify opportunities to improve document control processes and recommend solutions. Provide administrative and secretarial support to the line managers, ensuring smooth operations across multiple sites. Coordinate with various construction sites and ensure effective communication between site teams and the MEP Team. Manage and track all correspondence between the site teams, contractors, clients, and other stakeholders, ensuring timely responses and actions Identify and highlight critical issues or concerns from sites or stakeholders, bringing them to the immediate attention of the Projects Director Assist in scheduling meetings, preparing reports, and maintaining accurate records of project activities and communications Handle incoming and outgoing documents, ensuring proper documentation and filing Act as a liaison between the Projects Director and site teams to facilitate swift decision-making and problem resolution Monitor project timelines and deliverables, ensuring key milestones and updates are communicated effectively to all parties Maintain and organize project documents such as contracts, permits, drawings, specifications, and correspondence. Arrange and coordinate project meetings, prepare agendas, take minutes, and distribute meeting materials. Maintain accurate records of project activities, timelines, and progress reports. Assist in coordinating the delivery of project materials, equipment, and manpower. Manage project-related information systems, databases, and file-sharing platforms.

Requirements:

Diploma in Engineering or Bachelor's degree in any discipline.

5 or more years of experience preferably within MEP in the UAE.

Proficiency in document management software (Aconex, SharePoint, Procore, or similar).

Job Type: Full-time

Application Question(s):

What is your salary expectation?
Experience:

building construction: 5 years (Preferred)
Language:

* tagalog (Required)