Secretary / Project Support Specialist

Job Description

Job Title: Secretary / Project Support Specialist

Location: Cheltenham
Employment Type: Full-time
Salary: Negotiable Dependent on Experience
Reports To: Executive Assistant

Crystalight LTD is a property management and property development company. They are committed to delivering excellence in every project, and they pride themselves on their team of dedicated, skilled professionals. As their projects continue to grow, they are looking for an organised, detail-oriented, and highly competent Secretary /Project Support Specialist to join their team.

Role Overview

The Secretary / Project Support Specialist will play a pivotal role in ensuring the smooth running of daily administrative operations, supporting ongoing property planning projects, and maintaining clear and accurate documentation. This role requires someone who is highly proficient in dictation, transcription, and typing, while also having strong skills in spreadsheet creation and progress tracking. Prior experience in the construction or property management industry, as well as familiarity with architectural drawings and planning processes, is essential.

Key Responsibilities

• Dictation & Transcription: Accurately transcribe notes, memos, and meeting minutes from audio dictation into professionally formatted documents.
• Document Preparation: Create, format, and proofread correspondence, reports, and project documentation.
• Data Management: Maintain accurate records and ensure project documentation is up-to-date, accessible, and well-organised.
• Spreadsheet Creation & Management: Design, update, and maintain spreadsheets to track project progress, milestones, and deadlines.
• Project Coordination: Support planning projects by tracking timelines, key deliverables, and status updates, ensuring the team stays on schedule.
• Liaison Support: Act as a point of contact between the project team, clients, and external stakeholders, handling communications and relaying information accurately.
• Administrative Support: General office duties, including managing calendars, scheduling meetings, and booking appointments for senior team members.
• File & Drawing Management: Organise and maintain digital and physical files of architectural drawings, plans, and related documents.

Required Skills & Competencies

• Exceptional Typing Skills: High typing speed and accuracy.
• Dictation & Transcription Expertise: Ability to listen, transcribe, and format dictated materials quickly and accurately.
• Attention to Detail: Strong focus on precision and accuracy in documentation and data management.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Microsoft 365/ Sharepoint) and document management systems.
• Spreadsheet Mastery: Proven experience creating complex spreadsheets and tracking project progress using Excel.
• Organisational Skills: Ability to prioritise and manage multiple tasks simultaneously in a fast-paced environment.
• Communication: Clear, concise, and professional verbal and written communication skills.
• Industry Knowledge: Prior experience in the construction, property management, or architectural industries is highly desirable.

Qualifications & Experience

• Experience: Minimum of 1 years’ experience in a similar role within construction, property management, or architectural environments.
• Education: Relevant qualifications in administration, business support, or project coordination (preferred but not essential).
• Technical Skills: Proficiency in Microsoft Office Suite (especially Word, Excel, and PowerPoint) and project management software.
• Industry Knowledge: Understanding of architectural drawings, blueprints, and planning project workflows.
• Driving Licence and Vehicle is essential

Personal Attributes

• Proactive and Self-Motivated: Able to anticipate needs and act independently.
• Problem-Solver: Resourceful and able to resolve issues efficiently.
• Highly Organised: Demonstrated ability to handle multiple priorities with strong attention to detail.
• Discreet and Trustworthy: Handles sensitive and confidential information with professionalism.

Benefits:

• A collaborative and supportive work environment.
• Opportunities for professional growth and development.
• Competitive salary and benefits package.

How to Apply

If you have the skills, experience, and drive to excel in this role, we want to hear from you. Please send your CV and a cover letter

Job Types: Full-time, Permanent

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Cheltenham GL52: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you have access to own vehicle?

Experience:

• construction, property or architectural environment: 1 year (required)

Licence/Certification:

• Driving Licence (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person