Project Secretary – Administrative Support for Construction Projects

About the role

We are looking for a proactive Project Secretary to provide administrative and secretarial support to the Project Manager and site team on construction projects in Dubai. The role involves handling documentation, coordinating with contractors and suppliers, and ensuring smooth project administration.

Key responsibilities

• Provide administrative and secretarial assistance to the Project Manager and site team.
• Prepare, maintain and file project correspondence, letters, reports and other documents.
• Maintain accurate records of project documents, drawings, submissions, approvals and correspondence.
• Coordinate with main contractors, subcontractors, suppliers and site staff.
• Prepare and follow up on RFIs, WIRs, MIRs, submittals, transmittals, method statements and related documentation.
• Maintain document registers and track approvals and responses.
• Assist in preparing and submitting payment applications and supporting documents.
• Maintain daily project reports and manpower records.
• Handle email correspondence, filing, photocopying, scanning and general project administration.
• Coordinate with commercial and site teams regarding project documentation and requirements.

Required profile

• Minimum 3 years of relevant experience in UAE construction projects.
• Bachelor’s degree in civil/construction or related field, or equivalent experience.
• Good knowledge of construction project documentation and procedures.
• Familiarity with Aconex or similar document control systems is an advantage.
• Strong English communication and correspondence skills.
• Ability to work independently and coordinate with site and office teams.
• Currently residing in the UAE preferred.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• PDF documentation handling
• Aconex (or similar) document control systems