Project Secretary

Job Description

• To provide secretarial support to the respective Discipline Managers, Project Managers including handling of calendar management, appointments, meetings, resource booking etc.
• Maintenance of records as per procedure and as directed by the respective Discipline Manager /Project Engineering Manager/Project Manager.
• Assisting the Discipline Managers in the Recruitment process.
• Preparation of CVs in Wood format and coordinating subsequent update by individual.
• Create regular reports and update internal databases (Skill matrix, MPP etc.)
• Preparing necessary documentation for staff movements, status change, business trips and assignments in close coordination with P&O, Travel Desk, Administration and Finance including maintenance of service orders for individuals.
• Maintain Discipline / Project employee related records as per Procedure.
• Remind Managers for yearly performance appraisal, confirmation of staffs and maintain records, as required.
• Carrying out miscellaneous tasks such as coordinating with IT and FM staff for ensuring supplies of Projector, Workstation, Telephone, arranging stationary requirements, etc.
• Co-ordinate with all concerned to collect reports and incorporate them in departmental reports for Discipline Managers review and finalisation.
• Maintain and update the contact details of all discipline / projects staff.
• Always follow the Wood compliance policy and confidentiality.
• Applying for leave on behalf of office personnel in Leave Management System.
• Assist new joiners of the department in understanding of Wood system like availing Access Card, Lunch coupons, Sodexo coupons etc.
• To raise IBM Service now requests for new joiner system, department folder access, software access etc.
• Timesheet management Macris OLTC (Clearing no cards & Other errors)
• T&A Management (Comparison reports Booked Vs swiped Hrs verifications)
• Guest Relations (Client visit & other affiliate office visit's) supporting / coordination.
• Organising Discipline & Project get-together and event management
• Training co-ordination (Maintaining ready reckoner & Teams recordings etc for future use by the discipline)
• Update of Discipline / Projects What's app cascade callout as and when there is a new joiner.
• Workspace management and updating the spreadsheet as and when need arises.
• Raising CNRF for the new projects assigned.
• User ID creation for interns (Login Credentials).
• Discipline Induction records maintaining for new joiners and existing employees man number change.
• Resolve issues on remote connectivity and following up with IBM for the WFH employee's support (Discipline or Projects).
• Maintenace of confidentiality records as demanded by the project.
• Maintain the project correspondences in both hard copy and soft copy and should be easily traceable.
• Complete activities/tasks as assigned by project manager/discipline manager time to time [BM1] .

• Recognised bachelor's degree .
• Minimum 4 Years to 9 Years of experience in Office Secretarial Role in a reputed company for the positions of Technical Assistant / Project Secretary.

About Us

www.woodplc.com

Diversity Statement

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.