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Project Secretary

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Wood

Sep 6

Applications are closed

  • Job
    Full-time
    Mid & Senior Level
  • Construction & Surveying
    People, HR & Administration
  • Chennai

Requirements

  • 1. To provide secretarial support to the respective Discipline Managers, Project Managers including handling of calendar management, appointments, meetings, resource booking etc.
  • 2. Maintenance of records as per procedure and as directed by the respective Discipline Manager /Project Engineering Manager/Project Manager.
  • 3. Assisting the Discipline Managers in the Recruitment process.
  • 4. Preparation of CVs in Wood format and coordinating subsequent update by individual.
  • 5. Create regular reports and update internal databases (Skill matrix, MPP etc.)
  • 6. Preparing necessary documentation for staff movements, status change, business trips and assignments in close coordination with P&O, Travel Desk, Administration and Finance including maintenance of service orders for individuals.
  • 7. Maintain Discipline / Project employee related records as per Procedure.
  • 8. Remind Managers for yearly performance appraisal, confirmation of staffs and maintain records, as required.
  • 9. Carrying out miscellaneous tasks such as coordinating with IT and FM staff for ensuring supplies of Projector, Workstation, Telephone, arranging stationary requirements, etc.
  • 10. Co-ordinate with all concerned to collect reports and incorporate them in departmental reports for Discipline Managers’ review and finalisation.
  • 11. Maintain and update the contact details of all discipline / projects staff.
  • 12. Always follow the Wood compliance policy and confidentiality.
  • 13. Applying for leave on behalf of office personnel in Leave Management System.
  • 14. Assist new joiners of the department in understanding of Wood system like availing Access Card, Lunch coupons, Sodexo coupons etc.
  • 15. To raise IBM Service now requests for new joiner system, department folder access, software access etc.
  • 16. Timesheet management Macris OLTC (Clearing no cards & Other errors)
  • 17. T&A Management (Comparison reports Booked Vs swiped Hrs verifications)
  • 18. Guest Relations (Client visit & other affiliate office visit’s) supporting / coordination.
  • 19. Organising Discipline & Project get-together and event management
  • 20. Training co-ordination (Maintaining ready reckoner & Teams recordings etc for future use by the discipline)
  • 21. Update of Discipline / Projects What’s app cascade callout as and when there is a new joiner.
  • 22. Workspace management and updating the spreadsheet as and when need arises.
  • 23. Raising CNRF for the new projects assigned.
  • 24. User ID creation for interns (Login Credentials).
  • 25. Discipline Induction records maintaining for new joiners and existing employees man number change.
  • 26. Resolve issues on remote connectivity and following up with IBM for the WFH employee’s support (Discipline or Projects).
  • 27. Maintenace of confidentiality records as demanded by the project.
  • 28. Maintain the project correspondences in both hard copy and soft copy and should be easily traceable.
  • 29. Complete activities/tasks as assigned by project manager/discipline manager time to time.

Responsibilities

  • 1. To provide secretarial support to the respective Discipline Managers, Project Managers including handling of calendar management, appointments, meetings, resource booking etc.
  • 2. Maintenance of records as per procedure and as directed by the respective Discipline Manager /Project Engineering Manager/Project Manager.
  • 3. Assisting the Discipline Managers in the Recruitment process.
  • 4. Preparation of CVs in Wood format and coordinating subsequent update by individual.
  • 5. Create regular reports and update internal databases (Skill matrix, MPP etc.)
  • 6. Preparing necessary documentation for staff movements, status change, business trips and assignments in close coordination with P&O, Travel Desk, Administration and Finance including maintenance of service orders for individuals.
  • 7. Maintain Discipline / Project employee related records as per Procedure.
  • 8. Remind Managers for yearly performance appraisal, confirmation of staffs and maintain records, as required.
  • 9. Carrying out miscellaneous tasks such as coordinating with IT and FM staff for ensuring supplies of Projector, Workstation, Telephone, arranging stationary requirements, etc.
  • 10. Co-ordinate with all concerned to collect reports and incorporate them in departmental reports for Discipline Managers’ review and finalisation.
  • 11. Maintain and update the contact details of all discipline / projects staff.
  • 12. Always follow the Wood compliance policy and confidentiality.
  • 13. Applying for leave on behalf of office personnel in Leave Management System.
  • 14. Assist new joiners of the department in understanding of Wood system like availing Access Card, Lunch coupons, Sodexo coupons etc.
  • 15. To raise IBM Service now requests for new joiner system, department folder access, software access etc.
  • 16. Timesheet management Macris OLTC (Clearing no cards & Other errors)
  • 17. T&A Management (Comparison reports Booked Vs swiped Hrs verifications)
  • 18. Guest Relations (Client visit & other affiliate office visit’s) supporting / coordination.
  • 19. Organising Discipline & Project get-together and event management
  • 20. Training co-ordination (Maintaining ready reckoner & Teams recordings etc for future use by the discipline)
  • 21. Update of Discipline / Projects What’s app cascade callout as and when there is a new joiner.
  • 22. Workspace management and updating the spreadsheet as and when need arises.
  • 23. Raising CNRF for the new projects assigned.
  • 24. User ID creation for interns (Login Credentials).
  • 25. Discipline Induction records maintaining for new joiners and existing employees man number change.
  • 26. Resolve issues on remote connectivity and following up with IBM for the WFH employee’s support (Discipline or Projects).
  • 27. Maintenace of confidentiality records as demanded by the project.
  • 28. Maintain the project correspondences in both hard copy and soft copy and should be easily traceable.
  • 29. Complete activities/tasks as assigned by project manager/discipline manager time to time.

FAQs

What is the primary responsibility of a Project Secretary?

The primary responsibility of a Project Secretary is to support the objectives of the Health, Safety, Security, Environmental Policies (HSSE), Quality Policy, and Information Security Management Policy, while delivering secretarial support to Discipline Managers and Project Managers.

What are some of the key duties of a Project Secretary?

Key duties include providing secretarial support, maintaining records, assisting in the recruitment process, preparing reports, coordinating documentation for staff movements, managing employee-related records, and ensuring compliance with company policies.

Is the Project Secretary responsible for handling calendar management and appointments?

Yes, the Project Secretary is responsible for handling calendar management, appointments, meetings, and resource booking for Discipline Managers and Project Managers.

Can a Project Secretary assist in the recruitment process?

Yes, the Project Secretary assists Discipline Managers in the recruitment process, including the preparation of CVs and coordinating updates.

What types of reports does a Project Secretary create?

A Project Secretary creates regular reports and updates internal databases such as Skill Matrix and MPP (Manpower Planning).

How does a Project Secretary contribute to employee management?

The Project Secretary maintains employee-related records, reminds managers for yearly performance appraisals, and assists in managing leave applications on behalf of office personnel.

What support does a Project Secretary provide regarding client visits?

The Project Secretary coordinates guest relations for client visits and other affiliate office visits, providing necessary support and coordination.

Does the Project Secretary manage training coordination?

Yes, the Project Secretary is responsible for coordinating training, maintaining records for future use, and ensuring all necessary documentation is ready for training sessions.

Are confidentiality and compliance important in the role of a Project Secretary?

Yes, maintaining confidentiality and adhering to company compliance policies are critical responsibilities of a Project Secretary.

What software and system access responsibilities does a Project Secretary have?

The Project Secretary raises service requests for new joiner systems, department folder access, and software access, in addition to managing user ID creation for interns.

How does a Project Secretary assist in workspace management?

The Project Secretary manages workspace allocations, updates relevant spreadsheets, and ensures that all records are accurately maintained as needs arise.

What is the work environment for a Project Secretary?

The work environment for a Project Secretary is dynamic, often involving collaboration with various departments and management levels while adhering to project timelines and objectives.

Does the company practice diversity and inclusion in its hiring process?

Yes, the company practices equal opportunity employment and values a diverse workforce, considering all suitably qualified applicants without regard to various personal characteristics.

Energy
Industry
10,001+
Employees
1912
Founded Year

Mission & Purpose

Wood is a global engineering and consulting company that provides services to various industries, including energy, infrastructure, and environmental sectors. They offer a wide range of engineering, project management, and technical consulting services to help clients design, build, and operate their projects. Their ultimate mission is to contribute to the sustainable development of the world by delivering innovative and efficient solutions to complex challenges. Wood's purpose is to create a positive impact by supporting their clients in achieving their goals while minimising environmental impacts and enhancing the well-being of communities they serve. Through their expertise and commitment to excellence, they aim to drive positive change and make a difference in the industries they operate in.

Culture & Values

  • Care

  • Commitment

  • Courage

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