Project Secretary

About the Role

Provide support to project management and oversee general office activity.

Responsibilities

• Use a multi-line phone to answer and appropriately route all incoming calls.
• Route incoming mail to the appropriate department.
• Vouch subcontractor invoices and send out for approvals.
• Maintain office/break room supplies.
• Responsible for the maintenance of office equipment.
• Vouch accounts payable invoices and send out for approvals.
• Prepare outgoing mail for post office or for overnight delivery.
• Program and update security alarm codes.
• Call for maintenance when needed.
• Set up bid projects, issue bid notices, and/or maintain HUB subcontractor database.
• May serve as a Notary Public.
• May make travel arrangements for project management.
• Perform other duties to ensure successful services are delivered and customers are satisfied.
• Maintain excellent attendance and punctuality.

Education and Training

High school graduation or its equivalent and two years related experience or an equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

Knowledge, Skills and Abilities

• Proficiency with writing, grammar, proofreading, and math.
• Computer literacy in a Windows environment.
• Highly organized with multi-tasking capability to manage multiple projects to deadline.
• Ability to create and maintain comprehensive filing system.
• Ability to work with others at all levels of the organization.
• Personable, friendly, and good-humored.
• Excellent memory for details.
• Ability to support the project management's effectiveness.
• Ability to cope with a fast moving environment and busy supervisor.
• Professional boundaries with regard to the handling of privileged information.
• Discretion and tact.
• Presents a professional image.
• Willingness to find new solutions and share ideas in a constructive way.