Project Secretary

6 days ago

Singapore HBA OFFSHORE PTE. LIMITED Full time

**1.0 DESCRIPTION**:
**1.1 This position reports to the Project Director and gives full support to the project team on site. Interfaces with the shipyard admin and Security on all office and admin matters and for gate clearance/car parking. Liaises and functional reports to the senior secretary in Head Office. Liaises with key departments at Head Office.**:
**2.0 DUTIES & RESPONSIBILITIES**:
**2.1 Generally, assist the team for all administration and logistics matter**:
**2.2 Answer and direct phone calls**:
**2.3 Organize and schedule appointments and meetings**:
**2.4 Maintain contact lists**:
**2.5 Produce and distribute correspondence memos, letters, and forms**:
**2.6 Submit and reconcile expense reports**:
**2.7 Provide general support to visitors**:
**2.8 Arranging gate clearance for all visitors to the yard**:
**2.9 Arranging for yard permanent access card for employee**:
**2.10 Assist for newcomers on-boarding**:
**2.11 Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies**:
**2.12 Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.**:
**2.13 Book conference calls, rooms, taxis, couriers, etc.**:
**2.14 Handle sensitive information in a confidential manner**:
**2.15 Coordinate office procedures**:
**2.16 Resolve administrative problems**:
**2.17 Manage staff appointments**:
**2.18 Maintain up-to-date employee timesheets records**:
**2.19 Maintain up-to-date employee daily attendance records**:
**2.20 Consolidate and transmit Weekly and Bi-Weekly progress report to Client**:
**2.21 Transmit Overall Project Schedule weekly to Client**:
**2.22 Assist document control in uploading contractors QC documentations and updating documents register and whichever task is applicable**:
**2.23 Carry out any other duties or tasks that may be assigned by the project management**:
**2.24 Comply with HSE requirements**:
**2.24.1 Environmental Aspects & Impacts Assessment.**:
**2.24.2 OHS Hazardous & Risk Assessment.**:
**2.24.3 Follow HSE Regulations.**:
**3.0 REQUIREMENTS**:
**3.2 Minimum experience is 10 years in oil and gas industry**:
**3.3 Position is a site admin role with experience in PPE handling, office consumables and supplies, visitor management in oil and gas industry**:
**3.5 Extremely proactive, patient, dependable, with excellent communication skills**:
**3.6 Strong interpersonal skills and ability to build relationships with a broad range of stakeholders with the or organisation**:
**3.7 Ability to work under time pressure independently and with professional discretion**:
**3.8 Excellent critical thinking, problem-solving and time management skills**:
**3.9 Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail**:
**3.10 Extensive experience and proficiency in creating documents and spreadsheets, using office software such as MS Word, Excel and Power Point**:
**3.11 Must have experience in Document Control**:

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