Site Secretary
ID
3732
Industry
(B) Antwerpen
Project
Job description
For our client in Antwerp we are hiring a Site Secretary.
• Manage field secretarial activities
• Ensuring correspondence is distributed, referenced and filed correctly
• Prepare minutes of meetings and draft correspondence, ensuring distribution to relevant stakeholders
• Provide clerical and administrative support to the project team as required.
• Deliver site administration services to assist the field office in the effective execution of the contract.
• Prepare and issue requisitions for office furniture, equipment, and supplies based on operational needs; oversee their distribution and ensure proper maintenance of all office assets.
• Supervise the timekeeping process for site personnel, including the preparation of reports on lateness and absenteeism.
• If required, manage the safekeeping of the site cash float and handle the disbursement of petty cash for minor site-related expenses, ensuring all disbursements are pre-authorized in accordance with company and site procedures.
• Ensure that all accounting-related tasks are performed in compliance with established procedures and guidelines.
• Receive, log, and properly file all drawings and engineering documentation.
• Distribute documentation to members of the construction management team and relevant subcontractors.
• Support the preparation of field progress reports by ensuring timely availability and organization of required documentation.
• Maintain up-to-date records and files for procedures, standards, specifications, drawings, requisitions, vendor documentation, and other technical materials.
• Retrieve documents from client archives as needed and ensure accurate and timely distribution.
Your qualifications
• A completed vocational or higher education in administration, secretarial studies, or a related field.
• Proven experience in a similar role within the construction, engineering, or industrial sector is highly preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiar with document control systems (e.g., Aconex, SharePoint, or similar platforms).
• Ability to prepare, format, and manage professional documentation, including meeting minutes, reports, correspondence, and schedules.
• Skilled in handling document flow, filing systems, and version control for technical drawings and project documents.
• Excellent written and verbal communication skills in both Dutch as well as English language
• Ability to interact professionally with internal teams, contractors, clients, and suppliers.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced, high-pressure environment.
• Attention to detail and accuracy in all administrative tasks.
• Familiarity with the workflows and administrative processes on industrial construction sites.
• Understanding of health, safety, and environmental (HSE) procedures and their documentation requirements.
• Ability to handle sensitive and confidential information with a high level of discretion.
• Professional attitude and appearance, and the ability to represent the project office positively.
• Willingness to adapt to changing project needs and to support different departments when required.
• A collaborative mindset and a proactive approach to problem-solving.
Do you already see yourself working here? I'd love to invite you for a cup of coffee!
Apply now
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