Secretary – Quality & Safety Department

About the role

We are seeking a proactive Secretary to support the Quality & Safety Department, ensuring smooth daily operations and effective documentation management. The role combines administrative coordination with document control to help maintain high standards of quality and safety across the organization.

Key responsibilities

• Manage daily administrative tasks including meetings, appointments, correspondence and scheduling.
• Maintain and control Quality & Safety documents, records, registers and tracking systems.
• Coordinate document distribution, version control and confidentiality.
• Prepare meeting agendas, record minutes, track action items and follow up with stakeholders.
• Assist in preparing weekly and monthly Quality & Safety reports, dashboards and presentations.
• Maintain inspection, audit, incident, corrective action and training trackers.
• Collaborate with HSE, HR, Operations and project/site teams on documentation requirements.
• Support internal and external audits by organizing and submitting required documentation.
• Maintain employee training records, certifications, inductions and competency documentation.
• Produce reports, presentations and administrative documents using Microsoft Office tools.
• Ensure accuracy, proper filing and timely completion of all administrative and documentation tasks.

Required profile

• Diploma or Bachelor’s degree in Business Administration, Office Management or a related field.
• 3–5 years of experience as a Secretary, Coordinator, Document Controller or Administrative Assistant.
• Fluent written and spoken English.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint