Name : Hector Baldomero Pepanio
Nationality : Filipino
Contact Number : +966 55 449 1737
Email : [email protected]
Work Experienced:
November 1 2018 to Present
AWJ Holdings
Dammam K.S.A.
Project Development Administrative Assistant
Relevant Qualification/Skills
• Report to the Director of Development Department
• help the project teams manage resources and information and assist with scheduling and planning meetings and project activities including additional duties and responsibilities and require expertise in a specific area, such as IT or human resources
• Maintaining and monitoring project plans, project schedules, work hours, budgets and expenditures.
• Organizing, attending and participating in stakeholder meetings.
• Documenting and following up on important actions and decisions from meetings.
• Preparing necessary presentation materials for meetings.
• Ensuring project deadlines are met.
• Determining project changes.
• Providing administrative support as needed.
• Undertaking project tasks as required.
• Developing project strategies.
• Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.
• Assess project risks and issues and provide solutions where applicable.
• Ensure stakeholder views are managed towards the best solution.
• Chair and facilitate meetings where appropriate and distribute minutes to all project team members.
• Create a project management calendar for fulfilling each goal and objective.
April 1 2018 to October 2018
Prestige Restaurant & Café Co.
Jeddah K.S.A.
Operations Coordinator
Relevant Qualification/Skills
• Reports to the VP – Operations, provides administrative and management support, associated with business operations, to a restaurant’s units, different departments and management.
• Performs a variety of Operational tasks includes follow ups and aligning work with finance, accounting, Human resources and internal office, assist the management office with all levels of administration support at all levels.
• Bookkeeping activities, including accounts payable and receivable, on a daily basis and prepare progress report accordingly.
• Support the Operations in functions related to development, including generating letters, emails, keeping track of documents and monitors all internal documents processing within department.
• Monitoring shops operation flow and prepare inspection report with action plan.
• Support the office for Maintenance of office equipment’s
• Managing general office admin and marketing team support directives, handling incoming and outgoing parcels and posts, and dealing with web inquiries/phone support
• Prepare weekly and monthly report such as Narrative report and Business review report and present in a large group of top management.
• Track and Monitor Payroll directives from VP – operations for the group.
• Ensure compliance with company standards and procedures.
• Build and maintain strong communications through every demanded work cycle
• Organize and Follow-up on Management Meetings & Seminars.
• Maintain clear and accurate Administration documents/procedures for reference purposes.
• Assist the Operations Team with a weekly and monthly progress report of completed and pending Administration tasks completion which are related to all Departments
• Developing and maintaining personnel record systems in accordance with current legislation.
• Follow up with various supplier and payment schedule to be done on time
• Coordinate with vendors / suppliers for several purpose of business
• Perform other duties as assigned by the VP of operations.
• Administer tasks with complete ownership within a work unit and/or project. Coordinates the work to be completed but is not responsible for formal supervision of employees.
• Ability to comprehend, analyzes, and interprets various types of business documents. Write reports, manuals, speeches, and articles in a pre-designed style and format, effectively respond to complex inquiries or complaints from clients, co- workers, supervisor, and/or management. Presents information to an internal department and/or large groups of employees.
• Ability to solve problems involving several options in situations. Requires intermediate analytical and quantitative skills.
• Made decisions with general understanding of procedures, company policies, and business practices to achieve general results and deadlines. Responsible for setting own project deadlines.
• Maintain all contact management database and proper filing system.
• Monitor and make schedule for 132 manpower to have balance shift and ensure smooth and normal operation of the restaurants.
May 2016 to March 31, 2018
EMAAR Middle East
King Abdullah Road, Jeddah KSA
FM Executive
Relevant Qualification/Skills
• Managing and monitoring the Facilities Management Service Providers and reporting to Management about their performance and conduct.
• Automation of the Facilities Management processes. (Eg. Implementing CAFM)
• Conduct daily follow up with Facilities Management personnel with regards to daily correspondence/ requests received specifically from customers, and resolving the issues as soon as possible.
• Review and approve / accept / reject / endorse all schedules and reports related to planned preventive and reactive / corrective maintenance.
• Conduct essential site visits and initiate walkthroughs to increase awareness on actual situations going on within the communities and ensure that the entire Facilities Management operations related to all services and all designated areas are carried out according to Company standards
• Ensure that all tasks assigned individually and to the team collectively are completed as planned, on schedule and budget.
• Ensuring that the community areas are safe and secure.
• Arranging meetings of the ECM department personnel to achieve the departmental goals.
• Attending meetings organized by the Company Management and other departments for understanding issues / problems and for suggesting suitable solutions.
• Documenting and reporting the activities related to ECM operations.
• Analyse and interpret the results of customer satisfaction surveys conducted by the agencies concerned.
• Report on a regular basis to Director (ECM) on all issues concerning the upkeep, maintenance, and preventive maintenance on all EME properties.
• Escalate all sensitive and /or complex facilities-related issues quickly to the Director (ECM) to enable the Company to respond appropriately to remedy the situation and/or provide appropriate solutions.
• Review and update fact sheets, notices, template letters and policies and procedures manual based on the department’s master plan and circulate to Facilities Management personnel for implementation.
• Guide Facilities Management personnel in Project handling and coordinates with all the relevant departments.
• Ensure timely closure of the departmental service requests and oracle & other software based tasks raised by Facilities Management personnel.
• Initiate correspondences and also review and initial relevant correspondences
• Prepare internal memoranda related to the department (including iMemo) as and when required.
• Prepare all Contract Price Adjust (CPA) documents related to the ECM department.
• Co-ordination with other departments including Development, Projects, Finance and Procurement departments.
• Overseeing the booking and allotment of Community Facilities
• Monitoring and reporting the activities of the Operational Control Centre / Work Control Centre of the Service Provider.
• Supporting the Facilities Management operations related to Manarat Al Manzel as when required.
• Logging service requests in Oracle or other system(s) for reactive task(s) generation based on non-compliances observed at site and documents.
• Generates periodical reports from systems (or otherwise) on planned and reactive tasks.
• Issuing personal and vehicle access cards to the township / community users of Jeddah Gate development and other projects of the Company.
• Maintains the petty cash and related documentation.
• Prepare monthly reports related to property handover and property transfer.
• Prepares monthly Payments Certificates of the Service Providers.
• Preparing Procurements Briefing Forms (PBF) and raising / logging Purchase Request (PRs).
• Prepares monthly roster for ECM department and monitor individual leave.
• SP’s & Vendors’ Invoice Certification (subject to Authority Matrix Limits).
• Implementing / executing and managing & monitoring the Computer Aided Facilities Management (CAFM) at the Department level and in Company level as well
• Liaison and co-ordination with various departments and between the tree division heads dealing Facilities Management, Property Management, and Customer Resources Management.
• Communicate with line Managers of the department team who lead various divisions, regarding important announcements, meetings, and project updates.
• Producing documents, briefing papers, reports, and presentations
• Any other tasks as assigned by the higher Management from time to time.
May 2009 to April 30, 2016
EFS Facilities Services
King Abdullah University of Science and Technology
Thuwal, Jeddah K.S.A.
Q.A Analyst / Project Coordinator
Relevant Qualification/Skills
Provides support to the Planning and Performance Department, Project Director, Executive Director Heads of Department (Community Services, Utilities Services, Campus Services, R&F Maintenance, Contracts Department, and Service Line Manager in a variety of administrative areas.
• FM Service level benchmarking and prequalification assessment of various service providers
• Defining scope and service level agreement and key performance indicators for various FM services
• Preparation of FM specialist services scope and Scripting of draft payment certificates as per contract.
• Close coordination with contracts department to run the Work Completion Certificate.
• Prepare and issue predefined reports, which form part of the project and clients’ requirements.
• Preparing, reviewing, consolidating, and analyzing the submitted Monthly Report information
• Prepare technical evaluation summary by Coordinating with concerned technical service line manager.
• Arrange/Prepares Travel request of Senior General Manager
• Ensure implementation of QA standards such forms, templates, reporting etc.
• Maintain all documents on service specifications, SOPs, Policies and Procedures, Service Level Agreement, and Contracts
• Manage and monitor document registry transmittal for IMS tracking the issuing and receipt of responses from the Service Provider for all official R&F Maintenance documentation
including, but not limited to:
o Unavailability Notices
o Action Plan Request
o Problems Resolution Reports
o Request for Improvement
o Other official correspondence
• Notifying Senior Manager of their requests as they are responded to or become overdue by the Service Provider;
• Maintaining and updating registers for:
o Construction deficiencies;
o Out-of-scope work;
o Ongoing Issues
o Compliance certification
o Applicable International standards
o Room Data Sheets
• Updating and manage the shared folder data for each department.
• Other administrative and office management duties as required such as, but not limited to:
o Arranging meetings
o Taking minutes of meetings
o Shift Roster
o
Annual Leave Roster
Any other applicable administrative task as nominated by Head – Maintenance appropriate for the level of this position.
• Maintain an electronic filing system on the shared drive containing all letters, audit and inspection documents and any other documents received from the client.
• Assist contract department in reviewing documents and finalized the details as required.
• Maintain a high level of market intelligence, awareness of legislative requirements and best practice to create winning bids
• CAFM, Desktop and Laptop troubleshooting support, Managing Facilities Management Application (CMO-Compliance software) and SAP/CRM.
• Perform Audit and Inspection on site as required by the department and upload to CMO system (Compliance Software).
December 2007 – M arch 2008
Al Patra Building Cleaning Services,
Sharjah, United Arab Emirates
Housekeeping Supervisor
• Checking all the people that are under my supervision.
• Prepare the quotation for the Services to be rendered in the facilities.
• Check and visit the area before doing the cleaning (AC duct/Kitchen Duct, Air-conditioning.
• Make an appointment to the Maintenance and Housekeeping department of the target client
• Prepares daily report for every work done by the cleaners.
• Give instructions for the cleaners in their assigned job.
• Responsible for all the materials that will be used in rendering services.
• Supervise and perform other tasks given by THE Manager.
November 2004 to April 2006 ZEST-0 Food Corporation, Marilao Bulacan Philippines Assistant Maintenance
• Monitor Daily water supply
• Make a daily and weekly report
• Assist in the research and resolution of processing problem s
• Provide inform action in system use to system users.
• Monitor control panel.
• Assist in solution to difficult or unusual problem s occurred during the operation.
• Perform maintenance works.
• Operate and monitor mechanical electrical, plumbing, fire protection equipment & com on are lightning thru centralized system.
• Perform related work as required.
June 2003 to September 2004
MERALCO Industrial Engineering Services Corporation (MIESCOR) Pasig
City, Manila Philippines
CM S Operator
• Directly reporting to Operation Manager and Supervisor
• Monitor Centralized Maintenance System (CMS)
• Make daily/weekly report regarding troubleshoots occurred and does maintenance work if necessary.
• In charge of ensuring the preparation and execution of maintenance plans and schedules based on daily, weekly, and monthly priorities.
• Contributing on the Operations by ensuring that all maintenance activities are planned and completed in a cost-effective manner and with minimal disruptions to the plant activities
• Perform root cause analysis on equipment breakdown and implement solutions to prevent recurrence.
• Operate various hand and power tools, pumps, motors, and meters.
• Assisting Supervisor/Maintenance Manager in general operation of the plant.
February 2002 to M arch 2003
PLASTECH Industrial Corporation,
Meycauayan Bulacan.
Quality Control Assurance
• Monitoring and making report of all the machines in the injection area.
• Prepare Product Development Report and Product Process Specification.
• Check and verify product being produces, as well as process base on inspection plan and documents procedures.
• Prepares and submit necessary reports directly to the General Manager.
• Assist the immediate superior to perform duties like planning and preparing of business reports and presentation, handling calendar of appointments.
• Perform orientation or rigid training for the incoming project assigned.
June 1997 to April 2001
St. Scholastica’s College Manila,
Malate Manila Philippines
Administration Support
• Monitor the attendance of all employees in the school (computerized ID system)
• Prepares the entire instructional materials needed by the teachers, students and in the offices.
• Monitor the weekly absences of the students
• Assist in office of the Assistant Principal in all computer related work s and paper works.
• Assist in computer troubleshooting
• Maintaining proper record of incoming and outgoing faxes and letters.
• Develop and maintain operating procedure manual.
• Perform other task that may be given from time to time.
Computer Programming Associate
College: System Technology Institute
Relevant Qualifications/Skill:
• Certified Experience in Facilities Management for 9 years
• General knowledge of staff and operations within organization’s scope.
• Ability to communicate effectively with a wide range of staff on matters impacting organization.
• Keep comprehensive and accurate reports and tracking/ monitoring information.
• Work under pressure to meet established deadlines (reports etc.)
• Confidence and commitment to providing a high quality, professional service.
• Ability to collate, interpret and communicate key issues from relevant business data.
• Uses initiative to resolve unexpected situations and requirements.
• Excellent time management and organizational skills.
• Familiar with CAFM/ORACLE/CMO/CRM/SAKANI/SAP System administration and generating Preventive Maintenance Report.
• Strong experience on Software (installation and operation): Operating Systems Windows Platform, MS Office Package (PowerPoint, MS Word, MS Excel, MS Project, MS Outlook)