Project Secretary

Project Secretary

We are looking for a Project Secretary to support three of our key business units.

Key Responsibilities

• Coordinate project delivery deadlines within the team
• Arrange and attend weekly team meetings, keep minutes of actions
• Follow all QA and standard procedures
• Support Directors with the creation of financial forecasts
• Typing and issuing of fees
• Manage departmental billings
• Directors timesheets/Expenses/Credit card statements etc.
• Letters, specifications, reports, large documents for Directors/teams
• Understanding all documents are filed in the correct directories following company guidance notes
• Receiving Directors and the project teams calls when away from the office
• Receiving phone calls and liaising with clients and following up
• General office duties including photocopying, scanning, binding, printing
• Opening new jobs, making new files, keeping filing up to date
• Booking travel/accommodation
• Booking meeting venues if required
• Maintaining CRM - Projects/Contacts etc.
• Coordinating tender processes
• Monitoring Director and team movements on daily basis
• Managing loan working procedures within the team
• Assisting Director with managing team holiday requests

Skills, Knowledge and Expertise

• Provide support to a large team
• Working in a demanding team
• Previous experience in Construction Consultancy firm
• 50+ WPM
• Advanced Word
• Skilled in Excel and Word
• Ability to manage heavy workloads and meet tight deadlines/ manage expectations
• Knowledge of invoicing processes
• Flexible approach and ability to multitask
• Excellent attention to detail
• Strong written and verbal communication skills
• Self-motivated / Use own initiative
• Dictation