Job Description

We are looking for a Site Secretary with a strong administrative background to support our architects, interior designers, and project managers on-site. This role requires someone with exceptional organizational skills, attention to detail, and the ability to handle a variety of tasks in a fast-paced, creative environment. The ideal candidate will be a team player, proactive in supporting site operations, and passionate about contributing to the success of architectural and interior design projects.

Key Responsibilities

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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. Handle phone calls, emails, and other forms of communication with clients, contractors, and vendors in a professional and timely manner. 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

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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.
Job Type: Full-time