Office Secretary

Roles and responsibilities

The incumbent should be proficient in MS Office applications, especially MS Excel, and possess exceptional organizational and communication skills. The Secretary Operations will be responsible for project day to day operational coordination, documentation, report and presentation preparation, resource management file preparation, budget file preparation in line with SAP reports and as per directives of the Operations Manager. He would be also responsible for organizing meetings, preparing MOMs, supporting in business plan data, and preparing project performance reports, including compilation of data required for Earned Value Analysis & Reporting.

Key Accountabilities:

Planning & Management:

• Provide high-level administrative & operational support to the Operations Manager.
• Coordinate and obtain various project data, including tracking progress and updating the same and ensuring deadlines are met.
• Prepare and maintain documentation, reports, and presentations.
• To initiate and respond to written and verbal correspondence including composition, editing and distribution.
• Transcribe drafts for internal correspondence like memos, flyers, letters, minutes and emails as per the instruction from Operations Manager
• Prepare resource management files and project budget files in line with SF system & SAP System.
• Support in the preparation of business plan data and other strategic initiatives.
• Prepare project performance reports, including compilation of various data for Earned Value Analysis reporting.

Coordination Activities:

• Interdepartmental Co-ordination for data collection, various other day-to-day activities including resource allocation as per the schedule and its updating in the Daily Manpower Reports
• Act as a liaison between managers and other staffs to represent and communicate issues and directives.

Associated Tasks:

• Handle all general office tasks, filing, and maintaining records in the system.

Qualifications:

• Bachelor's degree in Business Administration or Commerce

Experience:

• Bachelor's degree in Business Administration or Commerce with 3 to 5 years of experience
• Proven experience as a senior secretary in construction projects handling project data
• Proficiency in MS Office applications, especially MS Excel.
• Excellent organizational and time management skills.
• Ability to work independently and prioritize tasks effectively.
• Experience in handling project performance reports (Earned Value Analysis), budget files, manpower data is mandatory.
• Strong communication, interpersonal abilities, analytical and problem-solving skills.
• Knowledge of SAP, Success Factors or similar software is a plus.

Desired candidate profile

1. Organizational Skills: Ability to manage multiple tasks and prioritize effectively.

2. Communication: Strong verbal and written communication skills for liaising with team members and stakeholders.

3. Attention to Detail: Ensuring accuracy in documentation and project deliverables.

4. Time Management: Ability to meet deadlines and manage time efficiently.

5. Problem-Solving: Identifying issues and providing solutions promptly.

6. Familiarity with Project Management Tools: Proficiency in tools like Trello, Asana, or Microsoft Project.

7. Basic Financial Acumen: Understanding budgeting and resource allocation.

8. Team Collaboration: Working effectively within a team environment.

9. Technical Skills: Basic understanding of software relevant to the project, such as Excel or specific industry tools.

10. Adaptability: Flexibility to adjust to changing project needs and priorities.

Responsibilities:

• Assisting in project planning and scheduling.
• Coordinating meetings and preparing agendas.
• Maintaining project documentation and records.
• Tracking project progress and reporting updates to the team.
• Supporting communication between team members and stakeholders.
• Managing logistics for project-related events or activities.
• Assisting in budget tracking and financial reporting.