Secretary

Description

I. Core Responsibilities 1. Administrative and Document Management Draft, file, and circulate company documents (e.g., contracts, tender submissions, engineering reports, compliance documents) Schedule meetings (e.g., project reviews, safety meetings), record minutes, and track resolution implementation Manage office supplies and engineering document archiving systems (including drawings, construction logs, etc.) 2. Compliance and Qualification Maintenance Assist in maintaining company construction qualification certificates, safety production licenses, etc., ensuring timely annual inspections Monitor updates to construction industry policies and regulations (e.g., environmental protection, safety standards) and alert relevant compliance risks Coordinate documentation preparation for project registration and acceptance procedures (e.g., construction permit applications) 3. Project Support and Collaboration Serve as a communication bridge between project teams and company management, conveying engineering progress, changes, and related information Assist in preparing tender documents and organizing performance records; participate in administrative aspects of the bidding process Maintain project meeting minutes and action lists to ensure key information—such as schedule and cost—is properly documented 4. Internal and External Coordination Liaise with government regulatory authorities (e.g., Housing and Urban-Rural Development Bureau, Safety Supervision Station), clients, subcontractors, and suppliers Arrange reception and logistical support for site visits and client inspections Handle company seal usage registration (especially for critical documents such as engineering contracts and settlement statements) 5. Basic HR and Financial Assistance Assist with employee attendance tracking, on-site personnel registration, and safety training record management Organize reimbursement vouchers and engineering payment applications, providing financial support II. Required Skills and Qualifications 1. Hard Skills Document and Software Proficiency: Proficient in Microsoft Office (especially Excel data organization and PowerPoint reporting) and PDF editing Familiarity with construction industry software is preferred (e.g., basic AutoCAD viewing, Microsoft Project for schedule tracking, collaboration tools like Lanhu) Professional Knowledge: Understanding of construction terminology (e.g., "pile foundation", "BIM", "completion acceptance"), engineering workflows, and fundamental regulations Familiarity with ISO quality management systems (commonly ISO 9001 and ISO 45001 safety standards in construction) Document Management: Capable of establishing efficient physical/electronic filing systems (especially for multi-version management of drawings and contracts) 2. Soft Skills Communication and Coordination Ability: Must collaborate efficiently with project managers, engineers, workers, and other stakeholders across multiple levels, adapting to both site and office environments Attention to Detail and Stress Resilience: Zero tolerance for errors when handling tenders and contracts; ability to adapt to fast-paced deadlines during project crunch periods Confidentiality Awareness: Strictly safeguard confidential company information—including bid pricing, technical proposals, and client data Emergency Response Capability: Provide documentation and communication support in response to on-site emergencies (e.g., accident reporting)