The Cocoa Project

Job Purpose
We are seeking a dynamic and professional Portfolio Management Assistant with a strong attention to detail and commitment to excellent in supporting portfolio management operations. Frequent work will include but not limited to:
Key Responsibilities
A. Admin tasks
• Secretarial support for team including preparation and collation of materials required by the Project, Consultants, Contractors, Local Authorities.
• Assist with travel & accommodation bookings as and when required.
• Assist with English-Vietnamese translations as and when required.
• Assist with organization of office functions & conferences as required.
• Assist with project meetings, reports and presentations, including but not limited to preparing PPT, reports, meeting agendas, meeting minutes, coordinating meetings and follow up actions.
• Assist with submission works for approvals.
• Any other general duty as maybe required from time to time.
B. Document Control
• Take control on the receiving, filing, distributing and tracking of all documents related to the Project.
• Set up a filing system of all document and drawings received for easy retrieval by the Project Team members.
• Keep track with all drawings and document issued and received during construction of the project and to ensure that the most updated drawings and document related to the project are available for use by the project team.
• Perform the duty of safe-keeping all important documents, including approved recommendations, approved change requests and approved tender list under lock and key.
• Timely inform the project team members and the construction managers on the approval status of all recommendations, change requests and tender list.
• Provide database briefing to users and handle enquiries from all users concerned.
• Generate regular statistical reports for the receipts and distribution of document and drawings.
• Review regularly on the whole document control system and make innovation improvements.
• Delegate clerical staff to handle large volume printings of document and drawings for use by Project team members.
• Arrange in-house and external printing.