Project Secretary

London , United Kingdom

Job Reference 1243011

Location London , United Kingdom

Industry Renewables - Shipyards/Fabrication

Function Administration

Job Type Contract

Date Added May 8, 2024

Airswift are currently recruiting for a Project Secretary to join their project delivery team in Brentford on a 8 month contract basis on a major infrastructure project.

 

The role also demands a proactive approach in a fast-paced environment and a keen eye for detail. The ideal candidate should be flexible, able to work under pressure.

 

The position will require full time presence in the Brentford office 

 

Responsibilities:

The Project Secretary will have the following responsibilities:

  • Onboarding CH8 assignees for the OOK Project Control Department.
  • Conducting RTW checks and activating CH8 allowances.
  • Raising travel orders and booking flights for personal and business purposes.
  • Setting up EAP (Educational Assistance Plan) for assignees once dependents are enrolled in full time school.
  • Managing expense reports for business trips per diem and actual costs.
  • Processing expense reports for council tax, school invoices, transportation , tuition assistance and spouse education.
  • Managing prior approvals for business events and their expenses.
  • Processing initial transient living expenses and end of assignment expenses.
  • Managing Schengen visa applications and arranging letters of invitation for IK employees.
  • Managing hire car bookings and processing their invoices.
  • Setting up and managing allotments and bonus requirements for the team.
  • Implementing a document database to manage PCD letters and memos along with other crucial information.
  • Submitting BRP renewal documentation on behalf of employees for Newland Chase.
  • Managing PCD team members tax return applications for Grant Thornton.
  • Managing PMC timesheets for submittal and archiving.
  • Updating the Manager’s calendar, arranging meetings and informing him of requests from other departments.
  • Managing SMIPD record absence for the PCD division.
  • Collating package material and routing for submittal within the project on behalf of PCD.
  • Responsible for compiling monthly project update presentation for VP meeting.
  • Document database management for PCD response letters and memos.
  • Responsible for signing PAFs on behalf of Project Manager.
  • Delegating team tasks and following up on behalf of management.
  • Arranging medical appointments for employees and managing medical claims.
  • Organizing meetings on behalf of management and the wider team.

 

Qualifications:

  • Previous experience in a similar Project Secretary role.
  • Advanced Microsoft Office skills.
  • Initiative and the ability to work effectively both independently and within a team environment.
  • Time management skills, confidence working under pressure, along with a proactive approach to work and ability to work flexibly.
  • Strong organisational, multi-tasking, and prioritisation skills.
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