Facade-Project Secretary / Project Coordinator

Summary The Management Secretary is responsible for providing professional administrative, coordination, documentation, and follow-up support to the senior management team of the façade company.

The position will ensure effective management of correspondence, meetings, reports, project-related follow-ups, management instructions, and internal/external coordination, enabling management to maintain proper control over company operations and project activities. Key Responsibilities

A. Management Support

• Provide day-to-day secretarial and administrative support to senior management.
• Manage management schedules, meetings, appointments, and important deadlines.
• Prepare meeting agendas, minutes of meetings, action lists, and follow-up reports.
• Monitor management instructions and ensure timely follow-up with responsible departments.
• Maintain confidentiality of management and company information.

B. Project & Façade Coordination Support

• Coordinate with Project Managers, Construction Managers, Procurement, Estimation, Commercial, Design, Engineering, and QA/QC teams as required by management.
• Follow up on project-related actions and provide management with regular status updates.
• Maintain records of key project correspondence, submissions, approvals, procurement status, deliveries, and outstanding actions.
• Follow up on critical project matters such as material procurement, glass and aluminium deliveries, façade systems, shop drawings, material approvals, production, installation, and project programme requirements.
• Assist management in monitoring major project milestones and pending actions.

C. Correspondence & Document Control

• Prepare, format, and circulate official letters, emails, memoranda, notices, and management communications.
• Maintain an organized record of incoming and outgoing management correspondence.
• Follow up on responses required from internal departments, consultants, clients, contractors, and suppliers.
• Ensure important correspondence and instructions are properly recorded and brought to management's attention.
• Assist in maintaining confidentiality and controlled circulation of sensitive documents.

D. Meeting & Action Management

• Arrange and coordinate management meetings, project meetings, and coordination meetings.
• Prepare meeting materials and relevant documents.
• Record minutes and clearly identify action items, responsible persons, and target dates.
• Maintain an Action Tracking Register and follow up regularly until closure.
• Escalate overdue or critical actions to management.

E. Reporting & Management Information

• Collect information from relevant departments for management reports.
• Prepare weekly/monthly status reports as requested by management.
• Assist in compiling information related to project progress, procurement, production, delivery, installation, commercial matters, and outstanding issues.
• Maintain dashboards, trackers, and management-level action registers.
• Highlight delays, pending approvals, and critical issues requiring management attention.

F. Procurement & Commercial Follow-Up

• Coordinate with the Procurement Department regarding critical material procurement and delivery status.
• Follow up on long-lead façade materials such as glass, aluminium, profiles, hardware, sealants, accessories, and other specialist materials.
• Assist management in monitoring anticipated delivery dates against project requirements.
• Coordinate the collection of commercial and procurement information required for management review.

G. Office Administration

• Maintain proper filing systems for management documents and records.
• Coordinate travel arrangements, accommodation, meetings, and business appointments when required.
• Manage incoming calls, correspondence, and visitors professionally.
• Prepare presentations, reports, spreadsheets, and other management documents.
• Support general administrative requirements of the management team.

1. Key Performance Responsibilities

The Management Secretary shall ensure:

• Timely follow-up and closure of management action items.
• Proper tracking of important project and company correspondence.
• Accurate and timely preparation of management reports.
• Effective coordination between management and various departments.
• Proper organization and confidentiality of management records.
• Timely escalation of overdue or critical matters.
• Effective scheduling and coordination of management meetings.
• No critical management instruction or action remains unattended.

1. Required Qualifications & Experience

• Bachelor's degree or diploma in Business Administration, Management, Office Administration, or a related field.
• Minimum 3–5 years of relevant experience in secretarial, administrative, or management coordination roles.
• Experience in a construction, façade, aluminium, glass, or contracting company is highly preferred.
• Strong knowledge of MS Office, particularly Word, Excel, PowerPoint, and Outlook .
• Good knowledge of document management and correspondence procedures.
• Excellent English communication and writing skills.
• Strong organizational and follow-up skills.

1. Desired Skills

• Excellent communication and interpersonal skills.
• Strong attention to detail.
• Ability to prioritize multiple tasks and deadlines.
• Professional approach to confidential information.
• Strong follow-up and coordination capabilities.
• Ability to work under pressure and meet deadlines.
• Good understanding of construction/project terminology.
• Ability to communicate effectively with management, project teams, clients, consultants, and suppliers.

Ability to commute/relocate:

• Dubai: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• What is your visa status?
• What is your expected salary?

Experience:

• Facade: 4 years (Preferred)

Location:

• Dubai (Preferred)

Work Location: In person