Job Objective
The 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 Responsibilities
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.
Document & File Management
- Review and verify documents before submission for approval.
- Coordinate the receipt, processing, and issuance of documents between departments, contractors, and consultants.
- Manage the project documentation system to ensure efficient storage and retrieval.
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.
Stakeholder Communication & Coordination
- Prepare meeting agendas, coordinate schedules, take minutes, and follow up on action items.
- Act as the liaison between the company, the client/investor, and both local and international consultants.
- Support the accurate and complete communication of technical and administrative information to relevant parties.
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.
Reporting & Management System Support
- Propose solutions to address emerging issues during project execution.
- Perform other administrative tasks as assigned by management.
- Compile regular progress reports and updates on project implementation status as requested.
