Project Secretary (Construction Industry)

Job ObjectiveThe Project Secretary is responsible for supporting project operations, monitoring progress, coordinating information, and ensuring close collaboration among all project stakeholders. This role plays a central part in connecting the project management board, design team, consultants, investors, contractors, and internal departments to ensure timely, high-quality, and compliant project execution.Key Responsibilities1. Project Scheduling & Coordination- Monitor, track, and push project progress according to the master schedule.- Collaborate with the technical team and stakeholders to resolve issues arising during project development.2. Document & File Management- Coordinate the receipt, processing, and issuance of documents between departments, contractors, and consultants.- Manage the project documentation system to ensure efficient storage and retrieval.- Review and verify documents before submission for approval.3. Contract & Payment Support- Assist in preparing bidding documents and monitor the design package tendering process.- Coordinate the review of payment documents from contractors/consultants prior to submission.- Support negotiation, drafting, and monitoring of design contract progress.4. Stakeholder Communication & Coordination- Act as the liaison between the company, the client/investor, and both local and international consultants.- Prepare meeting agendas, coordinate schedules, take minutes, and follow up on action items.- Support the accurate and complete communication of technical and administrative information to relevant parties.5. Specialized Translation & Interpretation- Translate technical documents, drawings, reports, and bidding files (English – Vietnamese / Vietnamese – English).- Provide interpretation during technical meetings and discussions with foreign partners when required.6. Reporting & Management System Support- Compile regular progress reports and updates on project implementation status as requested.- Propose solutions to address emerging issues during project execution.- Perform other administrative tasks as assigned by management.