Key Responsibilities

1. Secretarial & Administrative Activities

- Provide day-to-day secretarial and administrative support to the Project Manager and Project Team.

- Manage schedules, meetings, appointments, correspondence, and minutes of meetings.

- Prepare letters, reports, presentations, trackers, and other project-related communications.

- Maintain confidentiality of project and company information.

- Coordinate internal and external communications on behalf of the project team.

2.

Document

Management

- Maintain and organize project documents, records, correspondence, and reports.

- Ensure proper filing, indexing, version control, and retrieval of project documents.

- Coordinate with Document Control and project teams for timely submission and circulation of documents.

- Maintain project trackers and MIS reports as required.

- Ensure documents are maintained in accordance with company/project procedures.

3. IFS Handling

- Handle day-to-day project-related activities in IFS (ERP).

- Support creation and processing of purchase/service-related requests, work orders, receipts, and other project transactions.

- Update and monitor relevant project information in IFS.

- Coordinate with Finance, Procurement, Commercial, and Project teams for timely closure of IFS transactions.

- Follow up on pending transactions and ensure accurate data entry and documentation.

4. Invoice / Bill Processing & Closure

- Coordinate with vendors, subcontractors, site teams, commercial,



and finance teams for invoice processing.

- Track submitted invoices and bills and ensure timely processing and closure.

- Verify availability of supporting documents before submission for processing.

- Maintain invoice/bill trackers and follow up on pending approvals.

- Support reconciliation and closure of outstanding project-related bills.

5. Coordination with Projects & Site Teams

- Act as a coordination point between the Project Office, Site Teams, Corporate Functions, and other stakeholders.

- Follow up with site teams for required documents, reports, approvals, and information.

- Coordinate project meetings, site visits, travel arrangements, and related logistics when required.

- Ensure timely flow of information between project and site teams.

- Support the Project Manager in tracking pending actions and deliverables.

6.

Project Administrative

Support

- Support project mobilization and demobilization activities.

- Maintain project manpower, attendance, travel, accommodation, and other administrative records as required.

- Assist with purchase requests, office requirements, stationery, logistics, and other project administrative needs.

- Prepare periodic administrative reports and MIS.

- Support audits and provide required project records and documents.

- Perform other project-related administrative responsibilities assigned by the Project Manager.

📌 Project Secretary (Chennai)
🏢 WABAG
📍 Chennai