Site Secretary / Administrator at Wood

• Provides professional secretarial and administration duties (documentation formatting, telephone calls, typing, filing, travel arrangements, diary management, minute taking etc.) which support the work and efficient running of Site and the line manager(s) to which the incumbent is assigned.
• Provides secretarial support services on the assigned site work. 

Key Responsibilities

• Compile and format site documentation, to agreed standards.
• Provide secretarial and administrative support to the Construction Manager, Project manager and site team including typing, faxing, filing, photocopying, scheduling meetings, taking minutes etc.
• Organize meetings, as per Manager’s requests.
• Organize conference calls, as required.
• Prepare various reports, letters, minutes and presentations, ensuring accuracy and appropriate distribution.
• Assist with compilation of monthly report and ensure appropriate distribution to staff and clients. Ability to priorities multiple tasks and keep in balance multiple priorities / demands, Willingness to assist where required
• Maintain an updated filing system for Site.
• Liaise with suppliers and contractors, as needed, to obtain information, set up meetings etc.
• Ensure secure storage (electronic and hard copy) of site documents.
• Manage document control processes and filing
• Accuracy in typing and distribution of correspondence to the client
• Manage and record petty cash (if applicable), Controlling and capturing of timesheets on a weekly basis, manage and distribute office supplies and loading of requisitions, travel arrangements and reimbursements for site staff, follow instructions and take responsibility, Energetic and enthusiastic
• Facilitation of medicals, access cards and accommodation arrangements as required, monthly HR reporting, management of other administrative / cleaning personnel as allocated 
   

Qualifications

Skills / Qualifications 

• Matric, or equivalent high school education.
• Secretarial / office management diploma / qualification 

Knowledge, Skills And Experience

• A minimum of 5 years’ experience in a secretarial / PA function, preferably within the project engineering environment.
• Advanced knowledge of MS Office (Word, Excel, PowerPoint and Outlook). Advanced course on MS Word a requirement.
• Accurate, fast typing skills.
• Good English language skills, both oral and written.
• Excellent skills in Microsoft Office
• Exceptional communication skills both written and verbal
• Systematic and organized
• Understand the construction environment
• Ability to keep registers up to date and prompt action thereon
• Implement and maintain a proper filing system both electronic and hard copy
• Organize ravel arrangements
• Bookkeeping skills for managing petty cash
• Ability to accumulate information on time
• Forward planning of personnel and task requirements
• Meeting and task preparation
• Management of own and Construction Manager diaries 

Personal Attributes

• Above - average attention to detail.
• Ability to communicate clearly.
• Ability to respond in a timely and professional manner to multiple internal client requests.
• Ability to prioritize diverse instructions / requests and meet critical deadlines. Honesty and integrity in dealing with sensitive company information relationship and networking ability.