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Office Document Control

Location:
Dubai, Dubai, United Arab Emirates
Salary:
8000
Posted:
November 25, 2018

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Resume:

Alicia S. Singca Page *

ALICIA S. SINGCA

Mobile No. : 009**-*********

E-mail address: ac7sah@r.postjobfree.com

JOB OBJECTIVES: To be employed in a prestigious company where I can be of service and share the best of my abilities for the growth and progress of the firm I will be part of. QUALIFICATIONS: More than 15 years working experience as an administrative and commercial/procurement staff, worked in all kinds of sector, from trading, healthcare, construction, design and fit-out. Competent, fast-learner, hardworking, patient, self-reliant and can easily get along well with.

WORK EXPERIENCES:

Procurement Officer Internal Line Interior Design July 5, 2017 – up to present Dubai, U.A.E

Procurement Assistant/ Ishtar Décor LLC

Secretary/Document Controller Dubai, U.A.E

May 3,2015 – April 09, 2016

Purchase/Admin. Asst./ Baituti Interiors LLC

Secretary/Document Controller Dubai, U.A.E.

April 24,2013 - April 30,2015

Commercial Secretary/ Hamilton International LLC Admin. Asst./Document Controller Dubai, U.A.E.

July 9,2008 - April 23,2013

Medical Secretary Dr. M. Al-Mofarreh Polyclinic

Aug. 10,2003 - May 13,2008 Riyadh, K.S.A.

Executive Secretary Avesco Marketing Corporation May 21,2001-Aug. 9,2003 Manila, Philippines

EDUCATIONAL BACKGROUND:

College : B.S. Computer Engineering

AMA Computer College

Quezon City, Philippines

KEY ACHIEVEMENTS :

Employee of the Year Nominee

Avesco Marketing Corporation

December 2002

Employee of the Month

Baituti Interiors LLC

February 2015

Alicia S. Singca Page 2

DUTIES & RESPONSIBILITIES:

Procurement Officer

Ensure competent quality execution of all regular purchasing duties and administrative works.

Maintain complete updated purchasing records/data in the system.

Coordinate with user departments and suppliers in the purchasing scope of work for projects assigned.

Assist in managing and following up overseas orders.

Handle and monitor claims to factories and vendors for defectives, shortage, missing parts.

Support relevant departments with quotations for the purpose of tenders.

Coordinate with suppliers to ensure on-time delivery.

Assist for the preparation and process purchase orders and documents in accordance with company policies and procedures.

Monitor and co-ordinate deliveries of items between suppliers to ensure that all items are delivered to site/store on time.

Source, select and negotiate for the best purchase package in terms of quality, price, terms, deliveries and services with suppliers.

Purchase and issue order in accordance to specification.

Source for new parts, suppliers or sub-contractors when the need arises.

Monitor and co-ordinate deliveries of items between suppliers (local and overseas).

Other clerical assistance including, but not limited to preparation of excel spreadsheets/reports and other documents required.

Send, distribute, file and retrieve Purchase Orders accordingly.

Maintain and update Material Tracking log for all material requisition from sites and stores.

Receive and maintains file of delivery notes from site. Document Controller

Documentation management, with extensive hands on knowledge of controlling documents, drawings, reports, etc for all related projects handled by the organization.

Receive/record of all incoming, including drawings and distribute as necessary.

Maintain project files according to standard procedures in hard and soft copies, keep filing up to date and properly labelled and registered for easy retrieval and archiving.

Provide accurate, efficient and committed office work support to the senior management.

Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.

Input document data into the standard registers ensuring that the information is accurate and up to date.

Generate the various document control reports as required.

Responsible to makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.

Responsible in maintaining updated records of all approved documents and drawings and their distribution clearly.

Alicia S. Singca Page 3

Responsible in maintaining the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.

Responsible in maintaining the files and control logs as required by the project.

Establishes and maintains library catalogues and other resources materials.

Assisting ID and FF&E Designer for the preparation of presentation boards and specification sheet intended for submission to client.

Preparing presentation/mood boards.

Admin/Secretary

Maintain annual leave, sick leave records, staff job descriptions, contract renewals, staff appraisals, year-end leave and gratuity accruals.

Liaise with all suppliers, including equipment suppliers, building maintenance, health insurance providers.

Supervise all purchasing, reconciliation of petty cash and car leasing and car rentals.

Arrival and departure procedures and preparations for joining or exiting staff including all air tickets, accommodation, processing of visit visas and liaison with PRO for employment visas.

Supervise filing procedures (paper and electronic) and establish an effective QA manual for the office.

Maintain and update office manual and document control procedures.

Collect time sheets on a weekly basis and maintain time sheet records for all office staff.

Create and maintain Client Surveys, consultant registers, supplier registers.

Supervising Contacts register, business card scanning/registers

Prepare letter and other correspondence as required by Estimators, Quantity Surveyors and Managers.

Maintain suppliers’ database, visiting cards, address, telephone numbers etc.

Maintain and update files and retrieve relevant information as and when required.

Prepares payment request, coordinates with Accounts Department regarding update on the status of the payment and maintains the log.

COMPUTER KNOWLEDGE:

Well versed with MS Office, Windows Operating System, Internet

Working knowledge of SAP (Focus, Sage 50/Peach Tree) TRAININGS/SEMINARS:

AUTOCAD 2006 – 2D

The Emirates Education Center

November 15, 2008 to December 14, 2008 (30 hrs)

3D Dimensional Modelling Visualization (Autocad 2008) POLO-OWWA/Marcom Pinoycad

January 16, 2009 to April 3, 2009 (24 hrs)

Realistic 3D Rendering, Presentation & Animation (3D Max 2009) POLO-OWWA/Marcom Pinoycad

May 8, 2009 to August 7, 2009 (24 hrs)



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