Project Secretary
We are looking for a Project Secretary to support three of our key business units.
Key Responsibilities
*Coordinate project delivery deadlines within the team
*Arrange and attend weekly team meetings, keep minutes of actions
*Follow all QA and standard procedures
*Support Directors with the creation of financial forecasts
*Typing and issuing of fees
*Manage departmental billings
*Directors timesheets/Expenses/Credit card statements etc.
*Letters, specifications, reports, large documents for Directors/teams
*Understanding all documents are filed in the correct directories following company guidance notes
*Receiving Directors and the project teams calls when away from the office
*Receiving phone calls and liaising with clients and following up
*General office duties including photocopying, scanning, binding, printing
*Opening new jobs, making new files, keeping filing up to date
*Booking travel/accommodation
*Booking meeting venues if required
*Maintaining CRM - Projects/Contacts etc.
*Coordinating tender processes
*Monitoring Director and team movements on daily basis
*Managing loan working procedures within the team
*Assisting Director with managing team holiday requests
Skills, Knowledge and Expertise
*Provide support to a large team
*Working in a demanding team
*Previous experience in Construction Consultancy firm
*50+ WPM
*Advanced Word
*Skilled in Excel and Word
*Ability to manage heavy workloads and meet tight deadlines/ manage expectations
*Knowledge of invoicing processes
*Flexible approach and ability to multitask
*Excellent attention to detail
*Strong written and verbal communication skills
*Self-motivated / Use own initiative
*Dictation