Project Secretary Resume Samples

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Project Secretaries provide clerical and administrative support to project teams. A well-written example resume for Project Secretary mentions duties such as making sure that operations run smoothly, maintaining records, tracking documents, ordering supplies, organizing meetings and travel, and handling invoices for project staff. The ideal candidate should showcase in his or her resume project management experience, organizational skills, effective communication, attention to details, teamwork, and initiative. Successful example resumes make display of a degree in secretarial studies or business management.

For more information on what it takes to be a Project Secretary, check out our complete Project Secretary Job Description.

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1

Project Secretary and Document Control for Marathon Ashland Project

Managed Documentum (TM) document management system database to update documents and drawing information.

  • Documented purchase orders and incoming vendor transmittals.
  • Produced a daily progress report in a timely manner, which involved gathering information from various sources and creating an excel spreadsheet with technical details that the engineers used as a log reference for all activities on the design of the projects.
  • Managed client office documents for several engineers assigned to two major Marathon Ashland refinery projects and assisted several Shaw Stone & Webster engineers.
  • Established filing system for new projects. (Scanned, converted, filed and zipped files electronically and to the FTP site).
Candidate Info
15
years in
workforce
2
years
at this job
Education
2

Receptionist / Project Secretary

Managed front desk, handled phones, processed mail, interacted with vendors and visitors

  • Administrative support for 5 Architects, 4 Engineers, CEO and Accountant; created and maintained files
  • Entered Engineering specifications in Access database, assisted human resources with benefit packets
  • Coordinated meetings, captured meeting minutes and distributed to appropriate staff members
Candidate Info
2
years in
workforce
6
months
at this job
C
Therapeutic Massage And Body Work
C
Business And Office Training
Therapeutic Massage
3

Project Secretary External Affairs - Marine & Rig Division

Worked with international and local clients for refurbishment of the following rigs: Al Bzoom and NAF Junana (National Drilling Company - Abu Dhabi), SAR-201 (Saudi Aramco - K. S. A.), Thule Power (Thule Drilling A.S.A. - Norway) and F. G. McClintock (Transocean - U. S. A.)

  • Facilitated the client's accommodations, cellphones and contact numbers, transportation, gate passes and coordinated with Human Resources Department with regards to their U. A. E. visa.
  • Filed and recorded all incoming/outgoing files of the project team, categorized various rig drawings and other important project documentation.
  • Updated and recorded the receiving invoices from all material suppliers for the length of the project.
  • Collaborated with Marketing Department for corporate luncheons and team building activities between the client and the company's management.
  • Served as administrative assistant to the Division Director and Business Development & Proposals Manager of the Marine & Rig Division. Arranged meetings, agendas, flight itineraries and hotel accommodation for their business trips.
  • Played a vital role in assisting the division's bid coordinator in the compilation of all bid submissions.
  • Ensured that deliveries were verified and checked for office supplies.
Candidate Info
7
years in
workforce
3
years
at this job
BS
Business Administration
4

Project Secretary/field Secretary/back-up Shop Drawing Clerk

Provided administrative support to engineers, upper management and Board of Directors as needed. Assisted with the planning of multiple company events.

  • Formatted and prepared engineering manuals and specifications as well as letters to clients.
  • Created and managed the marketing brochures for the Marketing department.
  • Conducted monthly safety training for all engineers.
  • Coordinated luncheons for meetings with clients as needed.
  • Served on the Employee Relations Committee to organize company events to build employee morale.
Candidate Info
7
years in
workforce
5
years
at this job
AA
Liberal Arts
5

Project Secretary

Provided all administrative support for two projects, the Dominion Devils Tower Spar and the British Gas Trinidad and Tobago Limited.

  • Accumulated and compiled information from Vendors for Start-up/Commissioning and 1-2 Year Spare Parts Lists and prepared binders.
  • Also assisted in the Document Control Department when needed.
  • Prepared and issued monthly reports.
Candidate Info
7
years in
workforce
2
years
at this job
6

Project Secretary

Complete autonomy over field office operations

  • Updated project-specific certified payroll logs, compiled monthly progress reports, and created and maintained project files.
  • Managed petty cash account and accounts payable, while maintaining monthly cost reports.
  • Prepared all bid documents and packages for distribution to general contractors and subcontractors.
  • Handled business correspondence to residents, school districts, and outside construction companies.
Candidate Info
5
years in
workforce
5
years
at this job
7

Project Secretary

Posting daily logs for work completed and man-hours used, Subcontractors and Equipment used to complete the construction tasks at a specific jobsite

  • Posting time and forwarding to payroll department; in some situations with prevailing wage projects, a detail of every two hours as to their craft being performed and the workers compensation class code noted.
  • Completing and sending in accurate new hire packages if the employee has been hired away from the home office.
  • Keeping time records on temporary employees and making sure they have been trained in OSHA Safety standards and their time is turned into the Temporary service in a timely manner.
  • Write spreadsheet programs which will keep accurate records and can be forwarded to the different parties involved in the project to track the Time and Materials used which is outside the original scope of work contracted.
  • Complete expense reports for the Superintendent making sure all back-up information is attached.
  • Assisting the Project Superintendent in managing the Budget Portfolio of the project.
  • Create a good working relationship with the Owners, Engineers, Subcontractors and all other home office personnel involved with the project.
Candidate Info
20
years in
workforce
2
years
at this job
HS
Bookkeeping
C
Accounting I And
8

Project Secretary

  • Prepared and assembled bid packages for each discipline in the building process, contacted potential contractors, and mailed out completed bid packages.
  • Set up and maintained confidential office files.
  • Input "Scope of Work information" and set up contracts for successful bid sub-contractors, including insurance needs and architectural drawings.
  • Worked closely with the Safety Department, processing new employees, orientation information, and on-site drug testing information.
  • Handled subcontractor daily reports, evacuation rosters, and other necessary paperwork for the Project Superintendent.
  • Answered and directed all incoming telephone calls, took messages, accepted deliveries, and coordinated all visitor access to secure areas as needed.
Candidate Info
7
years in
workforce
3
years
at this job
AS
Medical Office Administration
9

Project Secretary

  • Administrative Assistant to the Writer/Manager of the Texas Regional Collaborative Grant
  • Served on I.S.O. Committee: reviewed, evaluated, and proposed changes to center-wide policies and procedures procedures, thus increasing organizational efficiency
  • Proof-read content written for Science and Social Studies textbooks prior to print
  • Booked travel arrangements and assembled travel packets for consultants
  • Typed contracts and correspondence to districts at Superintendent level Followed up on requests to Business Office to ensure prompt payment
Candidate Info
5
years in
workforce
4
years
at this job
HS
High School Diploma
C
Lithographic Printing
Communications
10

Project Secretary

Acted as first point of contact for multiple companies, providing exceptional customer assistance both in-person and via telephone.

  • Built strong working relationships; achieved goal of becoming familiar with each client by name.
  • Researched and ordered supplies for office and for large company projects.
  • Composed correspondence and interoffice and external mail distribution.
Candidate Info
1
year in
workforce
1
year
at this job
HS
High School Diploma

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