PROJECT SECRETARY

Overview

Responsible for providing essential administrative support to the project team, following up, and ensuring all project documentation and project processes are kept up to date and properly handled.

Duties & Responsibilities

• Maintain and regularly update the master Variation Order (VO) listing for all projects, ensuring completeness of information and supporting documentation.
• Record, file, and manage Letters of Quotation (LOQ) and related instructions, ensuring proper documentation, accuracy, and acknowledgment copies are obtained.
• Verify the percentage of VO work completed as reflected in the VO listing against evaluations provided by the Inspector of Works (IOW).
• Attend monthly project monitoring meetings, actively track progress, and highlight unresolved or pending issues.
• Compile and organize final project documentation, both in softcopy and hardcopy, for submission and internal records.
• Prepare and maintain a Minutes of Meeting (MoM) listing, tracking outstanding tasks and updates.
• Review and audit VO claims submitted to consultants, clients, or main contractors (MC), ensuring consistency and accuracy of information.
• Compare estimated vs. actual costs for VO quotations and ensure timely updates to the MRF Pink (VO) log.
• Provide general PA support as needed, including scheduling, coordination, and administrative assistance to project leads or management.
• Assist in following up on Additional Variation Orders (AVOs) and final certificates, especially for tasks assigned by the Head of Department, through direct communication with consultants or clients on a weekly basis.

Requirements

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