Project Secretary (Contract)

Job Title: Project Secretary

Type: Contract (1.5 years)

Location: Pasir Gudang, Johor, Malaysia

Summary

The Project Secretary provides comprehensive administrative and secretarial support to managers and the project team to ensure smooth day-to-day operations. The role is responsible for coordinating meetings and travel arrangements, managing correspondence and documentation, maintaining filing and record systems, assisting with administrative and expense-related matters, and supporting overall team coordination.

Key Responsibilities:

• Provide day-to-day secretarial and administrative support to managers and the project team.
• Make and receive calls on behalf of managers and professionally manage clients, guests, and visitors.
• Coordinate managers schedules, meetings, appointments, and calendars.
• Arrange meeting logistics, including venue bookings, refreshments, equipment, and distribution of relevant documents.
• Take and prepare meeting minutes when required.
• Coordinate business travel arrangements, including transportation and hotel accommodation.
• Manage, track, and distribute incoming and outgoing mail, correspondence, and project-related documents.
• Maintain accurate and up-to-date hardcopy and electronic filing systems, records, and archives.
• Create and maintain reference documents to support effective document filing and retrieval.
• Prepare and process Guarantee Letters (GL) when required.
• Assist employees with the preparation and submission of expense claims.
• Maintain team or department attendance records and tracking reports.
• Monitor office supplies and stationery inventory and coordinate replenishment when necessary.
• Assist in monitoring and tracking the department or team's budget.
• Provide general administrative and coordination support to the team as required.

Requirements:

• Diploma in Executive Secretarial or equivalent.
• Minimum 5 years of experience in a secretarial, administrative, project support, or similar capacity.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Good written and verbal communication skills.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• Able to handle confidential and sensitive information professionally and discreetly.
• Good interpersonal skills with the ability to communicate effectively with managers, colleagues, clients, and external parties.
• Able to work independently while supporting a team in a fast-paced working environment.

Recruiter-in-charge:

Name: Annisa Hana

Email: [Confidential Information]