• Title
    Admin Specialist / Project Secretary
    Requisition ID
    Work Location
    Department / Discipline
    Administration/Secretarial/Support Staff
    Position Type
    Fixed Term
  • Overview / Responsibilities

    The following responsibility included, but not limited to;

    • Participate in the implementation of established documentation procedures.
    • Work under general supervision of Lead assisting in the maintenance of project engineering and vendor document files in both electronic and hard copy media and processes
    • Type, develop, prepare, compiled, formats project documents (such as: Specifications, scopes of work, transmittals, letters, memos, fax's, reports, MOM, Site visit, temporary access request, weekly & monthly progress reports, comments/response log etc.) as directed by Project Manager and distributed the same as per data matrix.
    • Perform non-typing secretarial activities as requested by the Project Manager, such as: Filing, data entry, reporting, data manipulation, proof reading, organizing, administrating, assisting, coordinating, transmitting, receiving, archiving, printing, copying etc.
    • Create, updates and maintains project filing system
    • Receive, process, and monitor/follow-up internal and external distribution.
    • Coordinate secretarial services for the project. Interface with the Document Control and Reproduction department for reproduction of associated with copy and distribution requirements of hard copy documents.
    • Assign numbers and maintain logs for project correspondence
    • Coordinate with the project document controller at the time project submittals.
    • Prepare the project file records for storage and archive
    • Ensure the disposition of every project document is understood
    • Schedule conference rooms for meetings
    • Support the logistical needs of lengthy project / client meetings (arrange for food / drink, etc.)
    • Prepare Transmittals to deliver the documents thru driver or courier as required, and per PM instructions,
    • Must demonstrate skills in team building, analytical and problem solving skills, decision-making skills, effective verbal and listening communications skills, computer skills – MS Outlook at a highly proficient level, stress management skills, time management skills, and ability in handling multiple tasks at the same time.
    • Participate in meetings with the Project Manager, if required.
    • Upload the soft copies of project files in the project electronic folder structure in EDMS
    • Take custody of, sort, bind, package, organize, administer, transmit, receive and archive design and project documents as requested by the Project Manager, consisting of: Drawings, specifications, contracts, scopes of work, calculations, data sheets, O&M manuals, MTO's, BOQ's, reports, electronic files, etc.
    • Prepare project documents for internal/external audit.
    • Use approved forms & formats
    • Team player; works with little or no supervision; has a full understanding of processing both engineering and vendor documentation; understands the importance of quality checking, detail oriented and follows directions well.
    • Provides normal clerical and typing services for the assigned project work as per PM instructions.
    • Clerical- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
    • Client and Personal Service - Knowledge of principles and processes for providing client and personal services. This includes client needs assessment, meeting quality standards for services, and evaluation of client/customer satisfaction.
    • Engineering and Technology- Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.
    • Must maintain strict confidentiality in performing the duties of a management secretary.
    • Must be honest and trustworthy, respectful, possess cultural awareness and sensitivity, flexible, and with sound work ethics.

    Skills / Qualifications

    • Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations.
    • Attention to Detail- Job requires being careful about detail and thorough in completing work tasks.
    • Selective Attention -The ability to concentrate on a task over a period of time without being distracted.
    • Documenting/Recording Information- Entering, transcribing, recording, storing, or maintaining project information in written or electronic/magnetic form.
    • Independence- Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
    • Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
    • Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
    • Requires at least one year of job related experience.
    • Bachelor’s degree in related field

    Company Overview

    Wood is a global leader in the delivery of project, engineering and technical services to energy and industrial markets. We operate in more than 60 countries, employing around 55,000 people, with revenues of around $10 billion.  We provide performance driven solutions throughout the asset life cycle, from concept to decommissioning across a broad range of industrial markets including the upstream, midstream and downstream oil & gas, power & process, environment and infrastructure, clean energy, mining, nuclear and general industrial sectors. We strive to be the best technical services company to work with, work for and invest in.


    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.


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