PERSONAL SUMMARY

A Technical Savvy Administrative Assistant/Executive Secretary/Document Controller with a proven ability to establish and maintain an effective filing and archiving system for paper documents and electronic documents and files in accordance with company and archiving procedures.

CORE COMPETENCIES:

Accomplished Administrative Assistant with a successful track record of assisting any department… driven by respectful working relationships with colleagues.
Excellent administration and maintenance of databases, especially document management.
Successfully implemented programs that improved employee relations and company processes towards increased efficiency.
Tested ability to manage multiple tasks, work under pressure, and meet deadlines.
WORK EXPERIENCE:

Egis Rail International

Red Line Elevated and AT Grade Metro Project, Doha Qatar

DOCUMENT CONTROLLER / EXECUTIVE SECRETARY (Commercial)

April 2016-June 2019

Ensuring adherence to procedures and conforming to client requirements particularly documentation (document layout and numbering system and approvals)
Double checking metadata of received documents, and ensuring the accuracy of the information before distributing to recipients accordingly.
Initiating the workflow review process by receiving documents from the contractor, assigning to reviewers, pooling relevant comments in the review sheet, processing for signature, and releasing with review status in Aconex.
Ensuring that sequential referencing is observed in uploading or sharing of documents, and that the flow of the document is highly maintained by linking succeeding submissions to the associated document initially uploaded.
Ensure traceability of documents by adhering to the use of agreed standards, observing proper codes, and accurately filling of form tabs.
Control of documents through EDMS (Aconex) to register documents and maintain database.
Produce logs, transmittals and report as required.
Uploading and transmitting of Correspondence
Full time Commercial Secretary, and constant reliever for other departments
Green Line Elevated and AT Grade Metro Project, Doha Qatar

EXECUTIVE ASSISTANT / DOCUMENT CONTROLLER

August 2014-April 2016

As a pioneer staff in the project, supported in the transformation of a starting joint venture to a thriving site office.
Assistant to the Project Director
Project Team Assistant
Scheduling of meetings and preparing presentations.
Organize and maintain project files and databases.
Preparing time sheets to be submitted to the client.
Oversaw the management of transportation operations at site, procured and controlled the supply of office stationery and managed the master list for timesheet administration.
Efficiently and flexibly provided assistance to key personnel (Project Director, Project Controls Manager, and Commercial Manager) in the project.
Organize and coordinate project events
Uploading and Transmitting of Engineering Review Sheet
Ensuring Comments and Reviews are Collated on the Engineering Review Sheet
Processing of Workflow
QDVP P.Q.S.C. – Mawaqif Qatar

New Doha International Airport, Doha, Qatar

Sr. OFFICER (Administration and Training)

July 2013-August 2014(Contract Term)

Training Coordinator – led and implemented a program for the training and development of the employees; designed the trainee rotation into a full-year intensive program effectively benefiting employees ranging from managers to laborers.
Client Reports – personally assigned to take charge in the delivery presentation of monthly reports to the client; report are presented using advanced method such as spreadsheets, pivots, dashboards, or any format as required.
Senior Data Entry Specialist – experienced in the control of incoming and outgoing documentation processes, maintaining files and project tracking system.
Permit Issuance – entrusted with the delicate task of issuing access permit to the Emiri premises; task involved close monitoring from issuance to closure of access permits.
CDC Takenaka JV

New Doha International Airport, Doha, Qatar

DOCUMENT CONTROLLER

May 2012– June 2013

·         Established and maintained effective filing, retrieving and documenting of approved Quality Records, Test Results, Method Statements, Inspection and Test Plan (ITP), Material and Sample Submittal, Calculations etc.

·         Closely coordinated with QS/QC’s for the closing of punch listing of New Doha International Airport project sectors.

·         Compiled Final Turnover Documents (FTD’s) for reviews and approval and ensured that documents are arranged as per procedure.

·         Ensured that all reports and inspection records are approved on the current status of document and test package.

·         Project involvements included MCP, EMIRI AND DESIGN AND BUILT.

·         Knowledgeable in Primavera (P6 version 7)

Bluestar Building Contracting Company

(BSBC-RAK), Ras Al Khaimah, United Arab Emirates

ADMINISTRATIVE ASSISTANT/DOCUMENT CONTROLLER

February 2009 – March 2012

·         Relied in the office in the use of software applications such as MS Office Family, Adobe Photoshop, etc.

·         Contributed in the increase of production and company profitability by managing the strategic distribution of workforce towards ongoing and upcoming projects.

·         Develop and Oversee systems, manage office space and property, deal with personnel administration, make sure that the company complies with applicable requirements.

·         Update and maintain office policies and procedures

·         Arranging appointments, executive travel and meetings, take detailed minutes and accurately enter data

·         Ensure Document Management accordingly to established procedures or standards

·         Ensure all Technical documents, such as report, drawings are collected and registered in the system

·         Process incoming and outgoing documentation (registration in the Data Management System, distribution, archiving and transmitting)

·         Introduced an effective filing and retrieval system of documents and drawings in the office and at site areas.

Skelmore Trident

Project Construction Management Company, Dubai, United Arab Emirates

DOCUMENT CONTROLLER

November 2007 – January 2009

Effectively managed document controlling of residential towers… Thus, was further assigned to document control office towers for the same client.
Communicate and liaise with Project Teams, to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required
Manage the document/drawing review process; sending transmittals and submittals
Control and Coordination of projects documentation and data
·         Establish and maintain the Master Document Register

·         Collate, produce and submit QA Documentation for Clients

Involved in the preparation of weekly/monthly reports.
·         Organize and schedule appointments

·         Write and distribute email, correspondence memos and forms

Jobhunt

HR & Management Consultancy, Dubai, United Arab Emirates

ADMINISTRATIVE ASSISTANT

August 2006 – October 2007

·         Assist in the preparation of regularly scheduled reports

·         Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.

·         Develop and maintain filing systems

·         Organize and schedule appointments

·         Plan meetings, take detailed minutes and accurately enter data

·         Order Office supplies and submit reconcile expense reports

·         Write and distribute email, correspondence memos and forms

Sykes-Asia -Makati City, Philippines

CUSTOMER SERVICE REPRESENTATIVE

Dec 2004 – June 2006

Daewon Computer Embroidery – Seoul, South Korea

FACTORY SUPERVISOR

October 1995 – March 2003

Department of Environment and Natural Resources

DENR – CAR, BAGUIO CITY, PHILIPPINES

CLERK /ADMINISTRATIVE ASSISTANT

September 1993 – August 1995