Project Secretary

Role & responsibilities

1. To provide secretarial support services in compliance with contract execution procedures to engineering disciplines, projects, support services departments etc.

2. Co-ordination of office activities, and record keeping.

3. To assist Corporate Management with allocated tasks as assigned.

Responsibilities

1. To provide secretarial support to the respective Discipline Managers, Project Managers including handling of calendar management, appointments, meetings, resource booking etc.
2. Maintenance of records as per procedure and as directed by the respective Discipline Manager /Project Engineering Manager/Project Manager.
3. Assisting the Discipline Managers in the Recruitment process.
4. Preparation of CVs in Wood format and coordinating subsequent update by individual.
5. Create regular reports and update internal databases (Skill matrix, MPP etc.)
6. Preparing necessary documentation for staff movements, status change, business trips and assignments in close coordination with P&O, Travel Desk, Administration and Finance including maintenance of service orders for individuals.
7. Maintain Discipline / Project employee related records as per Procedure.
8. Remind Managers for yearly performance appraisal, confirmation of staffs and maintain records, as required.
9. Carrying out miscellaneous tasks such as coordinating with IT and FM staff for ensuring supplies of Projector, Workstation, Telephone, arranging stationary requirements, etc.
10. Co-ordinate with all concerned to collect reports and incorporate them in departmental reports for Discipline Managers review and finalisation.
11. Maintain and update the contact details of all discipline / projects staff.
12. Always follow the Wood compliance policy and confidentiality.
13. Applying for leave on behalf of office personnel in Leave Management System.
14. Assist new joiners of the department in understanding of Wood system like availing Access Card, Lunch coupons, Sodexo coupons etc.
15. To raise IBM Service now requests for new joiner system, department folder access, software access etc.
16. Timesheet management Macris OLTC (Clearing no cards & Other errors)
17. T&A Management (Comparison reports Booked Vs swiped Hrs verifications)
18. Guest Relations (Client visit & other affiliate office visits) supporting / coordination.
19. Organising Discipline & Project get-together and event management
20. Training co-ordination (Maintaining ready reckoner & Teams recordings etc for future use by the discipline)
21. Update of Discipline / Projects Whats app cascade callout as and when there is a new joiner.
22. Workspace management and updating the spreadsheet as and when need arises.
23. Raising CNRF for the new projects assigned.
24. User ID creation for interns (Login Credentials).
25. Discipline Induction records maintaining for new joiners and existing employees man number change.
26. Resolve issues on remote connectivity and following up with IBM for the WFH employees support (Discipline or Projects).
27. Maintenace of confidentiality records as demanded by the project.
28. Maintain the project correspondences in both hard copy and soft copy and should be easily traceable.
29. Complete activities/tasks as assigned by project manager/discipline manager time to time[BM1] .

Qualifications

1. Recognised bachelor’s degree .
2. Minimum 4 Years to 9 Years of experience in Office Secretarial Role in a reputed company for the positions of Technical Assistant / Project Secretary.