Board Secretary / Office Coordinator

About the role

Grafton Homes is looking for a highly organized Board Secretary / Office Coordinator to support the Board of Directors and manage day‑to‑day administrative, financial and operational tasks. This role combines governance support with financial administration in a fast‑paced real‑estate development environment.

Key responsibilities

• Coordinate Board meetings: schedule, prepare notices, agendas, meeting packs and supporting documentation.
• Draft accurate minutes, maintain records of decisions, resolutions and action items, and track follow‑up actions.
• Maintain confidential Board and corporate records, ensuring strict discretion.
• Assist Directors with presentations, summaries and reports required for Board review.
• Maintain company accounting records, ledgers, expense files and supporting financial documentation.
• Process supplier invoices, payment requests, vouchers and manage petty‑cash records.
• Support preparation of weekly financial updates, monthly management account summaries and financial dashboards for the Board.
• Track overdue payments, budget commitments and assist with annual audits.
• Act as a liaison between management, consultants, contractors, suppliers and external stakeholders.

Required profile

• Strong attention to detail and high level of accuracy.
• Excellent organizational and time‑management skills, able to handle multiple priorities.
• Professional demeanor with the ability to maintain confidentiality.
• Effective communication skills for interacting with senior executives and external partners.
• Experience in administrative or secretarial roles within a corporate or real‑estate setting.

Required skills