This description reflects the core activities of the role but is not intended to be all-inclusive and other duties within the group/department may be required in addition to changes in the emphasis of duties as required from time to time. There is a requirement for the post holder to recognize this and adopt a flexible approach to work.


  • Has project office experience in the infrastructure industries
  • Coordinates and directs the work of the secretarial staff.
  • Receives, sorts, and distributes incoming mail.
  • Prepares routine correspondence and routes completed correspondence for signature.
  • Reviews outgoing correspondence for proper format, enclosures, grammar, etc, receives telephone calls and visitors.
  • Must have knowledge of Microsoft Office applications and transcribes information from handwritten draft or shorthand notes.
  • Assists in preparation of routine planning and programs reports.
  • Creates and maintains a filing system.
  • Keeps reference files and manuals of policy and procedure up to date.
  • Maintains a follow-up file for reminding Company Representative of dates reports are due, pending correspondences etc.
  • Performs other miscellaneous related duties requested by the Company Representative.


  • Schedule regular meetings and record decisions (e.g. assigned tasks and next steps)
  • Break projects into doable tasks and set timeframes and goals
  • Create and update workflows
  • Conduct risk analyses
  • Prepare and provide documentation to internal teams and key stakeholders
  • Order resources, like equipment and software
  • Retrieve necessary information (e.g. user/client requirements and relevant case studies)
  • Track expenses and predict future costs
  • Monitor project progress and address potential issues
  • Coordinate quality controls to ensure deliverables meet requirements
  • Measure and report on project performance
  • Act as the point of contact for all participant