Project Secretary (Midstream EPCIC’s correspondences)

Overview

Manage project correspondence, meeting schedules, minutes, and document filing to support project communication and coordination.

Scope of work

• Receive, register, track, and distribute all incoming and outgoing project correspondence per Document Control Procedure.
• Maintain correspondence logs with proper numbering, filing, and archiving.
• Monitor correspondence status and follow up on pending responses for timely closure.
• Verify outgoing correspondence is reviewed, approved, and issued correctly.
• Coordinate inputs, comments, and approvals with project teams for correspondence.
• Ensure confidentiality and security of communications and records.
• Coordinate and schedule project meetings, workshops, and management reviews.
• Prepare meeting invitations, agendas, attendance records, and materials.
• Attend meetings and record discussions, decisions, action items accurately.
• Prepare, issue, and distribute Minutes of Meeting (MoM) timely.
• Maintain and follow up action-item trackers.
• Archive approved MoMs accessible for reference and audits.
• Establish and maintain organized filing for correspondence and meeting records.
• Maintain electronic and hard-copy records per document retention policies.
• Support audits by providing correspondence and meeting records.
• Serve as focal point for distributing project correspondence among internal teams, clients, contractors, vendors, and authorities.
• Ensure timely communication dissemination to correct stakeholders.
• Coordinate communication interfaces between engineering, procurement, construction, installation, commissioning, and management teams.
• Prepare periodic correspondence status reports including overdue and pending items.
• Highlight communication bottlenecks to management.
• Compile and archive project correspondence and records during project close-out.
• Support handover of records to client and operations teams.

Key requirements

• Diploma or equivalent

Software and tools