EXECUTIVE SECRETARY (FEMALE) – MECHANICAL Engineer Griffith Construction

Job Summary

The Executive Secretary cum Mechanical Engineer provides high-level administrative and technical support to management while assisting in mechanical engineering coordination, project documentation, technical review, and site follow-up activities. The role combines executive secretarial responsibilities with engineering support to ensure smooth communication, documentation control, project coordination, and operational efficiency.

Key Responsibilities

Executive Secretary Responsibilities

• Manage daily schedules, appointments, meetings, and travel arrangements for management.

• Prepare official correspondence, emails, reports, presentations, MOM (Minutes of Meeting), and internal documentation.

• Coordinate communication between management, clients, consultants, suppliers, subcontractors, and project teams.

• Maintain confidential files, contracts, agreements, and company records.

• Handle incoming calls, inquiries, and follow-up actions professionally.

• Organize meetings, prepare agendas, and monitor action items until closure.

• Support tender submissions, proposal preparation, and document compilation.

• Maintain proper filing and document control systems for projects and administration.

• Assist management in tracking project deadlines, payments, approvals, and operational matters.

• Coordinate with HR, accounts, procurement, and project departments when required.

Mechanical Engineer Responsibilities

• Assist in mechanical engineering design review and coordination.

• Review HVAC, plumbing, firefighting, and mechanical shop drawings and technical submissions.

• Coordinate with consultants, contractors, suppliers, and site teams for mechanical works.

• Prepare BOQ verification, quantity take-offs, material submittals, and technical documentation.

• Monitor site progress and ensure works are executed according to approved drawings and specifications.

• Attend technical meetings and prepare engineering reports and progress updates.

• Support procurement team in material selection and technical comparisons.

• Assist in project planning, scheduling, and coordination of mechanical activities.

• Ensure compliance with safety standards, local authority regulations, and project quality requirements.

• Follow up on inspections, approvals, testing, and commissioning activities.