Department Secretary

Overview

Admin & document control specialist supporting engineering projects and department operations.

Key Responsibilities

• document control
• stakeholder liaison
• meeting coordination
• procurement support
• travel arrangement
• schedule management

Tasks

-Coordinates the flow of documents between project operations, engineering disciplines, or other department groups. Incumbent may be responsible for a small-sized project. -Facilitate communication flow within the team and with other departments. -Handle incoming calls, emails, and correspondence, directing them appropriately. -Serve as a point of contact between the department and other internal/external stakeholders. -Arrange gate pass & schedule meetings. -Maintains the Corporate Directory. Updates phone numbers and location of the staff and distributes updated contact list. -Prepare, review, and distribute correspondence, reports, and presentations. -Ensure adherence to company policies and procedures. -Assist with procurement documentation, purchase requests, and invoice processing. -Handle sensitive information with confidentiality and discretion. -Manage logistics for departmental events or site visits. -Organize and coordinate meetings, including booking venues, preparing agendas, and recording minutes. -Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project. -Answers incoming calls, screens callers and directs calls accordingly. May take and relay messages as necessary. -Maintain organized filing systems for project documents, technical reports, and departmental records. -Arrange travel and accommodation for department staff and visitors. -Manage and maintain the department’s schedules, appointments, and meetings. -Assist in preparing technical documentation, reports, and proposals as needed. -Follow up on action items and ensure timely completion. -Support document control activities related to engineering projects. -Under general supervision, performs a variety of administrative and document control functions for a project or department.

Requirements

• associate degree
• ms office
• 5+ years
• detail-oriented
• team player
• communication

What You Bring

-Detail-oriented and comfortable working in a fast-paced office environment -Associate’s degree in business (or equivalent) or High school diploma. -Proficiency in MS Office with expertise in Microsoft Word, Outlook, PowerPoint and Excel. -Passionate, and motivated, with good interpersonal skills. -Contributes as a team player who is deadline driven and works well with others. -Strong written and oral communication, organizational, and interpersonal skills are required. -5-10 years of relevant work experience. -Superior organization skills and dedication to completing projects in a timely manner.

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Benefits

-Potential career path, if possible -Training and development -Global mobility opportunities if relevant

About Technip Energies

-Offers innovative solutions across the energy and chemicals sectors, focusing on sustainable transformation. -Excels in designing, building, and operating large-scale projects, with deep expertise in energy infrastructure. -A leader in the energy transition, working on projects involving renewable energy, hydrogen, and carbon capture. -Has a strong track record in delivering complex, cutting-edge projects in the oil and gas, petrochemicals, and power sectors. -Integrates advanced digital tools, optimizing project efficiency, cost-effectiveness, and environmental impact. -Supports clients in more than 40 countries, working on projects in both established and emerging markets. -Notable projects include LNG plants, offshore facilities, and renewable energy ventures, all pushing the boundaries of innovation. -Focus on advanced technologies allows it to address both traditional and emerging energy challenges.

Sector Specialisms