Job Description
Roles & Responsibilities
Job Summary
The Executive Secretary cum Mechanical Engineer provides high-level administrative and technical support to management while assisting in mechanical engineering coordination, project documentation, technical review, and site follow-up activities. The role combines executive secretarial responsibilities with engineering support to ensure smooth communication, documentation control, project coordination, and operational efficiency.
Key Responsibilities
Executive Secretary Responsibilities
Manage daily schedules, appointments, meetings, and travel arrangements for management.
Prepare official correspondence, emails, reports, presentations, MOM (Minutes of Meeting), and internal documentation.
Coordinate communication between management, clients, consultants, suppliers, subcontractors, and project teams.
Maintain confidential files, contracts, agreements, and company records.
Handle incoming calls, inquiries, and follow-up actions professionally.
Organize meetings, prepare agendas, and monitor action items until closure.
Support tender submissions, proposal preparation, and document compilation.
Maintain proper filing and document control systems for projects and administration.
Assist management in tracking project deadlines, payments, approvals, and operational matters.
Coordinate with HR, accounts, procurement, and project departments when required.
Mechanical Engineer Responsibilities
Assist in mechanical engineering design review and coordination.
Review HVAC, plumbing, firefighting, and mechanical shop drawings and technical submissions.
Coordinate with consultants, contractors, suppliers, and site teams for mechanical works.
Prepare BOQ verification, quantity take-offs, material submittals, and technical documentation.
Monitor site progress and ensure works are executed according to approved drawings and specifications.
Attend technical meetings and prepare engineering reports and progress updates.
Support procurement team in material selection and technical comparisons.
Assist in project planning, scheduling, and coordination of mechanical activities.
Ensure compliance with safety standards, local authority regulations, and project quality requirements.
Follow up on inspections, approvals, testing, and commissioning activities.
Desired Candidate Profile
Bachelor’s Degree in Mechanical Engineering or related field.
Minimum 2–5 years of experience in engineering coordination and administrative support.
Strong knowledge of HVAC, plumbing, firefighting, and MEP systems is preferred.
Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
Knowledge of AutoCAD and project documentation procedures.
Excellent communication, organizational, and multitasking skills.
Ability to work under pressure and manage multiple priorities.
Professional attitude with strong coordination and follow-up abilities.
Preferred Skills
Experience in construction, fit-out, or MEP contracting companies.
Familiarity with tendering, project coordination, and authority approvals.
Strong documentation and reporting skills.
Time management and problem-solving capabilities.
Fluent in English; additional languages are an advantage.
Please send CVs at info@griffithc[dot]com