Project Secretary (Construction Industry)

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

1. 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.

- Bachelor’s degree in Project Management, Construction Engineering, Architecture, or related fields.

- Minimum 3 to 5 years of experience coordinating projects in Construction, Real Estate, Infrastructure, or other large-scale projects (required).

- Fluent in English (listening, speaking, reading, and writing), especially in technical environments and when communicating with international partners (required).

- Solid understanding of construction project development and implementation processes, including tender documentation, contract management, and payment control.

- Proficient in MS Office; experience with project management software is a plus.

- Strong communication and organizational skills, capable of multitasking and effective teamwork.