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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
