What We Can Offer
The Department Secretary will report to the Head of Design and will assist with implementation of day to day activities to facilitate efficiency of work across the department, and assist with Document controlling as well as updating and maintaining department folder structure on the server.
• Support Head of design & design department staff with day today administrative tasks and activities;
• Communicate & coordinate with other department secretaries & heads of departments & management;
• Understand roles of team members within the department, and ability to distribute documents and submittals to relevant team members;
• Coordinate and follow up tasks status with design department team members as directed by HOD;
• Assist HOD with formatting department processes & procedures & presentations using power point and excel sheets;
• Assist HOD & team members in setting up external meetings;
• Assist department with simple correspondence with external parties;
• Drafting & Issuance of official transmittal to the design department staff as directed by HOD;
• Assistance in writing simple correspondence with stakeholders & external vendors;
• Document controlling and assisting Team members to maintain and update department folder structure on the server;
• Assist in migrating data to server;
• Assist in maintaining project folder structures on server;
• Keep track of internal & external communications;
• Circulate RFI’s to relevant stakeholders;
• Keep track of all design submissions at various stages;
• Keep track of approved design submission documents;
• Keep record of all submissions to BOD & approvals;
• Keep record of all issued directions from BOD;
• Communicate BOD directions to team members.
• Experience in Real Estate, Interior Design is a plus;
• Hands-on experience with full-cycle recruiting using various interview techniques and evaluation methods;
• Bachelor degree;
• Very well organized;
• Good at English;
• Excellent communication skills;
• Be motivated and results driven.
• Have good Microsoft Office skills.