Job Summary: 

• The company is looking to hire a secretary who would be responsible for preparing letters and reports, replying to emails, doing general office tasks, working with insurance companies, liaising with third parties such as government institutions and private companies.
• He/she must also be able to prepare contract documents, bid documents, plans and manuals.

The Ideal candidate for this role must be well organized and detail-oriented.

Key Responsibilities:

• Answer phones professionally, screen calls, and direct them to appropriate personnel.
• Manage and prioritize incoming mail and distribute it accordingly.
• Maintain filing systems (both physical and digital) for project documents, contracts, and correspondence.
• Order office supplies and ensure smooth operation of office equipment.
• Schedule appointments and meetings for the team, ensuring timely communication.
• Assist with creating and maintaining project binders and reports.
• Prepare and manage travel arrangements for site visits and meetings.
• Compile and distribute agendas and minutes for project meetings.
• Assist with tender preparation and bid submissions (may involve gathering documents and quotations).
• Liaise with subcontractors and vendors, handling communication and inquiries.
• Provide basic bookkeeping support, such as data entry or expense reports (depending on company structure).
• Draft and proofread professional correspondence, emails, and reports.
• Utilize construction-specific software programs if required.

Requirements

• Degree in Business Administration or relevant field.
• Proven experience working in a fast-paced office environment.
• Excellent communication, interpersonal, and organizational skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritize tasks, manage time effectively, and meet deadlines.
• Working knowledge of the building and construction industry (a plus).
• Strong attention to detail and accuracy.
• A positive and professional attitude with the ability to work independently and as part of a team.