Project Secretary

7 days ago

Singapore OCEANSTAR ELITE ENGINEERING GROUPS PTE. LTD. Full time

**Job Objectives**:
To provide high-level administrative and secretarial support to the Project Management Team to ensure smooth coordination, efficient documentation control, and effective communication throughout the FPSO project lifecycle.

**Key Responsibilities**:

- Provide administrative support to Project Managers, Engineering Teams, and other stakeholders.
- Prepare, format, and proofread project-related documents, correspondence, presentations, reports, and minutes.
- Maintain and update the project document filing system (hardcopy and electronic).
- Coordinate internal and external meetings, including scheduling, room booking, preparation of materials, and catering arrangements.
- Manage the flow of incoming and outgoing correspondence, ensuring timely distribution and tracking.
- Liaise with project team members, vendors, and clients to facilitate effective communication.
- Support onboarding of new project team members by arranging access, workspaces, and induction schedules.
- Assist in the preparation of reports for client submission and internal review (e.g., progress reports, manpower logs, action trackers).
- Ensure compliance with document control procedures and project governance requirements.
- Monitor timelines and assist in the tracking of deliverables and milestones.
- Handle travel arrangements, claims, and expenses for project team members.
- Assist with logistics and arrangements for project events, audits, and inspections.
- Maintain confidentiality and professionalism in all interactions and documentation.

**Key Deliverables**:

- Accurate and timely documentation of project meetings and correspondence
- Organized project filing system
- Updated project calendars, reports, and document registers
- Efficient meeting coordination and logístical support
- Timely processing of administrative requests and project support tasks

**Qualifications & Requirements**:

- Diploma or higher in Business Administration, Secretarial Studies, or a related field.
- Minimum 3-5 years of experience in a similar role; experience in oil & gas or offshore projects (especially FPSO) preferred.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); knowledge of document management systems is a plus.
- Strong written and verbal communication skills.
- High level of discretion, integrity, and organizational skills.
- Ability to multitask and work under pressure in a dynamic project environment.

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