Secretary

Wood

This role provides administrative project support to the day-to-day operations of the assigned project.
May be assigned to larger, more complex projects. Provides guidance and direction to less experienced administrators and other staff. May act as a lead, coordinating and facilitating the work of others.

Objectives

To provide comprehensive administrative and secretarial support to the project team within an EPCM oil and gas environment, ensuring efficient documentation control, communication flow, and coordination between project stakeholders, consultants, contractors, and clients.

What makes you remarkable?

Expected:

• Minimum 5 years experience as a Project Secretary or Administrative Assistant in an EPCM or oil & gas project environment.
• Familiar with engineering documentation, project workflows, and document control systems.
• Experience working with multi-disciplinary teams and large-scale projects preferred.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of electronic document management systems (e.g., Aconex, SmartPlant, SharePoint).
• Attention to detail and ability to handle confidential information.
• Ability to work independently and under pressure to meet deadlines.

Key Competencies:

• Teamwork and collaboration
• Initiative and problem-solving
• Accuracy and attention to detail
• Adaptability in a fast-paced EPCM environment
• Professionalism and discretion

Project Administration

• Provide secretarial and administrative support to the Project Manager and project team.
• Prepare, format, and manage project correspondence, memos, minutes, and reports.
• Schedule meetings, maintain calendars, and coordinate travel arrangements for project personnel.
• Ensure proper filing and archiving of project documents (hard copy and electronic).
• Assist in preparing and tracking project deliverables, schedules, and progress reports.

Document Control & Records Management

• Register, distribute, and track all incoming and outgoing project correspondence, transmittals, and submittals.
• Maintain and update the Document Control Register using document management systems (e.g., Aconex, SharePoint, SmartPlant, EDMS).
• Ensure document numbering, formatting, and version control comply with EPCM and client requirements.
• Support the project Document Controller in ensuring documentation completeness and timely submissions.

Communication & Coordination

• Serve as the first point of contact for project-related administrative matters.
• Liaise with contractors, vendors, and consultants to obtain or relay project information.
• Support coordination between engineering, procurement, and construction teams for administrative tasks.
• Assist in organizing internal/external project meetings, workshops, and reviews.

Reporting & Documentation

• Prepare meeting agendas, take minutes, and follow up on action items.
• Assist in compiling weekly and monthly project progress reports.
• Support preparation of project handover documentation and close-out reports.

Compliance & Quality

• Ensure that all administrative and document management activities comply with company procedures, quality standards, and client requirements.
• Maintain confidentiality and data integrity of all project information.
• Support audits by providing accurate and complete documentation when required.