Site Secretary

**Job Title: Site Secretary** **Role Scope & Flexibility Statement :** Accountable for site administration and coordination support to enable controlled project execution. Manages site correspondence registration, filing discipline, reporting support, meeting coordination, and site service requests, ensuring traceability, timely communication, and audit-ready records. This Job Description defines the core responsibilities and expected outcomes of the role; additional related duties may be assigned based on business needs and operational requirements. **Job Objectives :** Maintain disciplined site administration, filing, and correspondence control to support execution and audit readiness. Support site leadership with timely document preparation, reporting support, and controlled communications. Maintain accurate site registers and records for inspections, reviews, and project close-out. Coordinate site meetings and service requests efficiently to reduce operational disruption. **Key Responsibilities :** Site Administration & Office Control Provide day-to-day administrative support to site management and the project team. Maintain site office registers, trackers, and controlled filing (hard and electronic). Type, format, and issue site memos, letters, reports, and submissions as directed. Correspondence Control & Recordkeeping Register all incoming/outgoing correspondence and maintain tracking logs and distribution records. Coordinate with Document Control to ensure controlled issuance and traceability of project communications. Maintain updated contact lists and site communication records. **Reporting & Coordination Support :** Compile daily/weekly site reports, attendance sheets, and basic site logs as assigned. Coordinate site meetings: scheduling, attendance tracking, minutes circulation (if assigned), and action follow-up. Coordinate site requests with internal departments (HR, Procurement, Logistics, IT) under site leadership direction and track closure. Site Services & Supplies Control Coordinate visitor access and meeting arrangements as required by site leadership. Maintain stationery and site office supplies inventory; raise requests and track delivery. Support basic site admin arrangements (transport/accommodation coordination) where applicable and assigned. Authority & Decision Rights Enforce correspondence registration and filing discipline (no unrecorded letters or uncontrolled documents). Return incomplete requests/documents for correction before filing or forwarding. Escalate urgent site admin gaps or delays impacting execution to Operations Manager. **Key Interfaces :** Operations Manager, Project Manager (if applicable), Site Engineers/Supervisors, Document Controller, HR/Admin, Procurement, Logistics, Site Accounts (if applicable), Client/Consultant admin coordination (through project channels). **Accountability Statement :** The Site Secretary is accountable for disciplined site administration, correspondence control, recordkeeping, and coordination support. Delays, missing records, uncontrolled filing, or communication gaps that impact site operations, approvals, or audit readiness within assigned scope fall under this role’s responsibility. **Qualification :** * Minimum 3–5 years as a Secretary in a construction company. (Site based experience on a construction project preferred). * Bachelor's Degree or Diploma with good communication skills and proficiency in MS Office. * Person possess strong administrative and coordination skills **Required candidates share CV's to [email protected]** Pay: AED4,000.00 - AED6,000.00 per month Work Location: In person