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0-5 years of experience
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).
0-5 years of experience
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
0-5 years of experience
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.
0-5 years of experience
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.
0-5 years of experience
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.
0-5 years of experience
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.
0-5 years of experience
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.
0-5 years of experience
- 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.
0-5 years of experience
- 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
0-5 years of experience
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.
0-5 years of experience
- Supported procurement general manager and staff of 19 specialists and assistants.
- Prepared time and attendance, ordered supplies, prepared unit reports, scheduled meetings and conference calls, arranged travel and expense vouchers and other reimbursements, and inventory.
- Later supported engineering manager and group of engineers in Pittsburgh, PA with report submissions to Headquarters.
0-5 years of experience
Handled the inventory and requisitioning of supplies and equipment needs
- Verify spreadsheets and corresponding transmittals in conjunction with Document Control and Accounting
- Provide administrative support for Project Manager and Engineers
- Processed Purchase Orders/Change Orders for Procurement department
- Administered word processing projects requiring extensive output of spreadsheets and presentations
- Conducted production planning and budgeting for projects using ISO/900
- Organized details of meetings, coordinated travel arrangements, and managed all essential tasks for the Project Engineer
- Maintained attendance records of 15 department personnel
0-5 years of experience
Single-handedly provided administrative support for the project team, including Deputy Director and City Engineers for a 60 million dollar project (one of the biggest construction projects in the city's history)
- Interfaced with contractors, consultants, and engineers on construction site
- Provided stellar customer service regarding project issues and informative updates to staff and citizens
- Accurately processed invoices and payments to contractors and vendors
- Developed and managed the project's electronic and in-office filing system for access by Citywide staff
- Successfully planned and organized project related events such as the Groundbreaking ceremony
- Processed the City's reimbursement requests to the County in a timely manner
- Composed and reviewed agreements and contracts
- Reviewed, researched, and analyzed charges on the project's ledger to track project expenditures
- Confirmed project's plans and documents are up-to-date
0-5 years of experience
Performed confidential administrative work for Adult Day Care, Quality Improvement and Risk Management departments.
- Prepared correspondence, reports, meeting agendas, contracts, training and other materials.
- Maintained support for office and remote day care sites for calendars, forms, etc., and daily monthly, quarterly and annual reports.
- Provided back up for other location assistants during vacations and sickness.
- Requisitioned and maintained supplies.
0-5 years of experience
Provided general office support to the project superintendent and manager.
- Assisted manager in creating, cataloging, and organizing project documents, binders and drawings.
- Performed multifaceted general office support (faxing, filing, copying, answering multi-line telephone, running errands, customer service), inventory control.
- Provided technical support for efficiency of computers, copier, fax, telephones.
0-5 years of experience
Senior Project Secretary to the Project Manager, Engineers, Designers and the Project Team to include the Client.
- Scheduled meetings, take meeting minutes, coordinated with clients to get reports, drawings and site visits reported in a timely manner.
- Responsible for project status reports, project outlines for estimates, presentations, responsible for tracking of deliverables from start to finish of the project.
- Put together Proposals from start to finish for Contract bidding.
- Proficient in Microsoft Word, Excel, PowerPoint and Outlook.
- Typed any and all correspondence related to the Project, made all travel arrangements and coordinated expense reports, arranged for catering of luncheons.
- Supporting the client as it is related to the project.
- Assisted with document control and revision of specifications, as well as back-up Receptionist.
0-5 years of experience
- Document Management: prepared, created, filed and shipped documents for various projects
- Reviewed time sheets and expense reports
- Interviewed & assisted employees with employee forms, policies and procedures
- Handled all aspects of ordering and purchasing of all office supplies
- Planned and organized company events, prepared travel arrangements for employees, and assisted employees with I.T. Issues
0-5 years of experience
- Provided excellent customer service on a daily basis to internal project staff, external Client project staff, subcontractors, vendors and other key external project stakeholders.
- Participated in all project meetings, to include kick-off, weekly and monthly.
- Compiled, prepared and distributed project matrices, meeting minutes, reports, and presentations.
- Developed, updated and distributed project action items lists.
- Organized administrative support for 20-man office, providing correspondence services, travel arrangements, supply ordering and tracking, internet research, filing and other receptionist duties.
- Handled log-in, tracking, and shipping out of hard copy and electronic project data and maintenance of project files.
- Assisted analysts and updated clients on project status.
- Coordinated office move from one location to another.
0-5 years of experience
Provided administrative support for engineering staff and served as backup for other project secretaries.
- Prepared correspondence, proposals, specifications and other documents.
- Handled incoming and outgoing telephone calls. Responded to all inquiries and requests promptly.
- Coordinated travel arrangements efficiently by researching various travel websites to recommend the best low-priced air fares and hotel rates.
- Organized department files.
6-10 years of experience
for engineering and construction of an offshore deepwater oil platform operating in the Gulf of Mexico
- Provided administrative support to the Project Managers of both company and client and their supporting staff
- Prepared monthly project and client reports pulling information from various Microsoft software into PowerPoint slides and a Word document
- Coordinated project out-of-office day trips, team building events as well as in-office project activities
- Prepared weekly manhour reports
0-5 years of experience
- Gathered, compiled, tracked and reported on information relevant to project assignment from multiple sources
- Set up and maintains files, referred callers, arranged meetings and conferences
- Reviewed drafts and edited documents for proper technical and grammar usage
- Generated reports, statistics, timelines, tables, graphs, correspondence and presentations
- Multitasked and met deadlines relating to reporting
- Processed legal invoices, coordinated guest accommodations and travel expenses
- Provided historical reference by following procedures for retention, protection, retrieval, transfers, and disposal of project records
0-5 years of experience
Process Purchase Requests for four different companies (U.S., Portugal, Italy, and Venezuela) applying proper General Ledger
- Preparers Work Orders with Authorization Form summarizing Frame Agreement, costs, and reasons in case it is a revision
- Preparers Delivery Orders in general and in special for Fuels applying proper WBS (work break down structure). Cross reference invoices with the Delivery Ticket
- Transportation Requests for pipes and other materials to the Vessels
- Process Service Entries in SAP. Verifies SE's on Director's behalf. Gets all the authorization before proceeding
- Keeps all Procurement documents (WO, FA, Letter of Intent, DO, PR, Material Request, TR) in shared drive
- Speaks in Spanish and Portuguese with client, partners, subcontractors, and employees in other countries
0-5 years of experience
Project Secretary for Project Management, Engineering and Quality Control departments
- Responsible for production data input
- Maintained Project Management reports on weekly and monthly basis
- Updated job procedures and specifications
- Prepared Quality Control reports
- Assisted with Purchasing data input and vendor relations
- Provided phone backup as needed.
0-5 years of experience
- Performed multiple administrative duties including answering phones, filing, email, and maintaining client database.
- Served as a key catalyst in the improvement of automation and workflows.
- Prepared meeting agendas, completed minutes and distribute to all attendees.
- Served as a primary liaison to contractors and engineers using project tracking and monitoring to ensure jobs were completed in a timely fashion.
- Effectively used relationship management skills to address the needs of customers.
0-5 years of experience
- Prepared monthly requisitions for 35 contractors
- Distributed and managed contractor payments
- Supervised project secretaries
- Maintained personnel payroll files
- Provided administrative support
0-5 years of experience
- Data entry of Request for Information, daily construction reports, and project task items.
- Typed and mailed correspondence, daily pick-up of US mail from Post Office, filed.
- Coordinate/posted scheduled meetings for the project team. Updates to project directory.
- Prepared construction contracts for subcontractors.
- Maintained all office equipment and ordered supplies.
- Greeted incoming visitors to the project site, answered phones.
0-5 years of experience
Calculated weights on structural steel for the purpose of bidding on jobs
- Performed a full range of secretarial, administrative and clerical functions providing valuable support to the Company's Vice President and President
- Provided customer service to both internal and external customers
- Prepared correspondence, memoranda, reports and other documents
- Maintained multi-lined phone system
- Sorted incoming and outgoing mail
- Purchased supplies
0-5 years of experience
Calculated weights on structural steel for the purpose of bidding on jobs
- Performed a full range of secretarial, administrative and clerical functions providing valuable support to the Company's Vice President and President
- Provided customer service to both internal and external customers
- Prepared correspondence, memoranda, reports and other documents
- Maintained multi-lined phone system
- Sorted incoming and outgoing mail
- Purchased supplies
0-5 years of experience
Coordinated domestic travel arrangements for 20 engineers.
- Facilitated conference room scheduling and setup.
- Produced conference materials (badges, agendas, and signage)
- Assisted with planning of three major conferences
- Answer multi-line switchboard.
- Supported 20 people by typing memos and correspondences.
- Collect weekly timesheets to record project hours.
- Input office and project hours into Excel.
0-5 years of experience
- Prepared Contract Documents for Owner & Sub Contractors.
- Approved Pay Applications and Lien Releases.
- Handled confidential correspondence for Management team.
- Scheduled delivery and installation of furnished items for 500+ hotel rooms
- Prepared bid invitations and issued plans for bid proposals.
Project Secretary Duties and Responsibilities
The type of organization a project secretary works for will determine the exact roles and responsibilities they carry out. Based on job listings we analyzed, a project secretary's duties typically involve:
Organize Documents Keeping all important documents, invoices, and contracts well maintained is a key aspect of a project secretary's role. They implement filing systems that make it easy to find any document quickly and efficiently.
Reply to Correspondence Responding to emails, letters, and telephone calls are key job functions. Project secretaries serve as the first point of contact for the business and for anyone involved in the project, so it's important that they maintain a professional disposition at all times and are able to answer queries or requests for information regarding the project.
Order Supplies Project secretaries liaise with suppliers and vendors to order supplies for projects and the office, including computer software or equipment and stationary.
Handle Invoices Project secretaries create and pay invoices for contractors, clients, and suppliers of project equipment or materials. They process payments and ensure that any invoices due are paid on time.
Organize Meetings Project secretaries arrange and prepare for company meetings in-office and off-site, which includes managing schedules for meetings and conferences for the whole team.
Project Secretary Skills and Qualifications
Project secretaries should have strong typing and computer skills, be good decision-makers who are able to prioritize tasks effectively, and have strong writing skills. Typically, employers will require a bachelor's degree in secretarial studies, business administration, or a similar field, as well as the following abilities:- Computer skills - many of a project secretary's tasks take place using a computer, from responding to emails to typing letters and updating spreadsheets, so applicants need strong computer skills and the ability to pick up new software quickly
- Interpersonal skills - project secretaries often greet clients, answer the telephone, and communicate with senior members of the team, so they need to have excellent interpersonal and communication skills
- Organization skills - from filing documents to ensuring all tasks are completed on time to keeping the office tidy, organization is a key aspect of a project secretary's skill set
- Time management - project secretaries aren't just responsible for managing their own time, but also the time of their managers, from checking they're attending meetings to managing their schedules for the upcoming months
- Prioritization skills - project secretaries need to make decisions about which tasks take precedence and must manage their own workload effectively without constant supervision
Project Secretary Education and Training
The minimum requirement to become a project secretary is a bachelor's degree in secretarial studies, business management, administration, or a similar subject. Employers also often require several years' experience in a secretarial or administrative role to provide evidence of skills. Project secretaries are required to have excellent computer skills, specifically in typing, database management, and spreadsheets. Most of the training for this role is received on the job from senior colleagues.
Project Secretary Salary and Outlook
The median annual salary for a project secretary is $37,000. Project secretaries in the 10th percentile earn around $23,000 a year, while the highest paid earn over $62,000 a year. Some companies offer bonuses that can reach up to $3,000, and profit-sharing opportunities can provide earning potential of up to $14,000. Commission pay for project secretaries can amount to $5,000. Location and level of experience impact pay for this role, and around half of employers offer dental plans and medical insurance as part of their benefits package. The Bureau of Labor Statistics predicts that this job field will decline by 5 percent through 2026.
Helpful Resources
We've collected some of the best resources to help you develop your career as a project secretary:
The Company Secretary Forum - this LinkedIn forum is for anyone in the secretarial profession who wants to share ideas, discuss topical issues, and help others in the industry by sharing advice and knowledge
The Organized Admin - Julie Perrine's book is for anyone wanting to implement a more effective system in their office or who wants to organize their workspace. This book is packed with useful advice, information, and resources to develop more efficient workplace processes
Administrative Assistant and Secretary's Handbook - from managing phone calls to coordinating schedules and meetings, this book is a helpful reference guide for all things related to administration. It covers a range of topics, including Excel, Google Docs, Outlook, and Publisher Web conferencing, making it ideally suited to project secretaries in training
Executive Secretary Blog - Executive Secretary Magazine's blog has a great range of articles and interviews to inspire, educate, and advise. This is a great source of information for project secretaries who want to build their knowledge and learn new techniques to take to the workplace
Administrative Cover Letter Examples
