Secretary

Overview

Admin and document control support for EPCM oil & gas project teams

Key Responsibilities

• document control
• version control
• progress reports
• meeting minutes
• admin support
• aconex

Tasks

-Maintain confidentiality and data integrity of all project information. -Maintain and update the Document Control Register using document management systems (e.g., Aconex, SharePoint, SmartPlant, EDMS). -Support coordination between engineering, procurement, and construction teams for administrative tasks. -Support the project Document Controller in ensuring documentation completeness and timely submissions. -Ensure document numbering, formatting, and version control comply with EPCM and client requirements. -Liaise with contractors, vendors, and consultants to obtain or relay project information. -Prepare, format, and manage project correspondence, memos, minutes, and reports. -Support audits by providing accurate and complete documentation when required. -Serve as the first point of contact for project-related administrative matters. -Assist in compiling weekly and monthly project progress reports. -Schedule meetings, maintain calendars, and coordinate travel arrangements for project personnel. -Provide secretarial and administrative support to the Project Manager and project team. -Assist in preparing and tracking project deliverables, schedules, and progress reports. -Prepare meeting agendas, take minutes, and follow up on action items. -Ensure proper filing and archiving of project documents (hard copy and electronic). -Assist in organizing internal/external project meetings, workshops, and reviews. -Support preparation of project handover documentation and close-out reports. -Ensure that all administrative and document management activities comply with company procedures, quality standards, and client requirements. -Register, distribute, and track all incoming and outgoing project correspondence, transmittals, and submittals.

Requirements

• aconex
• smartplant
• sharepoint
• ms office
• 5 years
• problem solving

What You Bring

-Familiar with engineering documentation, project workflows, and document control systems. -Initiative and problem-solving -Strong organizational and multitasking skills. -Ability to work independently and under pressure to meet deadlines. -Minimum 5 years’ experience as a Project Secretary or Administrative Assistant in an EPCM or oil & gas project environment. -Accuracy and attention to detail -Knowledge of electronic document management systems (e.g., Aconex, SmartPlant, SharePoint). -Attention to detail and ability to handle confidential information. -Experience working with multi-disciplinary teams and large-scale projects preferred. -Excellent communication and interpersonal abilities. -Professionalism and discretion -Adaptability in a fast-paced EPCM environment -Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

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Benefits

-Medical Insurance: Ensures inpatient, and outpatient medical care is available should you require treatment -Competitive renumeration package: With regular reviews to ensure we are rewarding at the right level in line with the market -Long Service Award: Wood values the commitment and loyalty of our people. Celebrating Long Service provides an opportunity for the business to demonstrate their appreciation of the hard work, dedication and many years’ services of our employees at 5-year service milestones -End of Service Gratuity: In line with UAE Labor Law, all employees are eligible for an End of Service benefit -The Employee Share Plan: Gives you the opportunity to purchase Wood shares and receive a match from the company -Commitment to continued professional development: Development plans that are tailored to your individual needs and interests -Group Life and Personal Accident Insurance: The company provides Life Assurance cover -Energy Transition Academy: Join a community of experts sharing your knowledge and gaining more exposure to a variety of existing and emerging energy systems – delivered by experts in their field

About Wood

-Wood is a global leader in consulting and engineering, primarily serving the energy and materials markets. -The company offers a wide array of services including project and construction management, operations and maintenance, and engineering design across various sectors such as oil and gas, chemicals, renewable energy, and infrastructure. -Wood operates in multiple countries including Australia, Canada, England, UAE, and the US, with a growing emphasis on sustainable energy and decarbonization technologies. -The company provides an integrated service model covering advisory, design, delivery, operational support, and repurposing services.

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