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Manager Executive Assistant

Location:
Madinat ash Shamal, Qatar
Posted:
March 28, 2019

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Resume:

Villa Verna Lumboy

Flat *, Capital One Bldg. Al Sadd, Doha, Qatar

E-mail: ac8xgl@r.postjobfree.com

Mobile Number: +974-********

Career Objective: To obtain a position within the company that will allow me to utilize my education and work experience for the benefit of the company as well as for personal growth and professional advancement.

Career Highlights:

An experienced and dynamic Administrator with a proven track record in business support across FM Services and Construction.

I was part of the successful mobilization of Carillion Qatar’s Shell FM Contract back in 2013 as Help Desk and CAFM Supervisor, was promoted to Site Administrator after 4 months. With an exceptional business acumen and eye for detail, I am a self motivated, energetic and pragmatic individual with very strong interpersonal skills. Reporting directly to the Operations Manager, I am very organized in managing his calendar, meeting schedules and other business events. An eloquent speaker of the English language as well as in writing which is an imperative tool for a seamless working relationship with clients and stakeholders. As HD and CAFM Supervisor, me and my Team made sure we provide an efficient and effective service to users and the Facilities Department. Perform clerical duties operating the Computer Aided Facilities Management software which is Planon and create and maintain accurate data records for facilities. In addition, schedule a Planned Preventive Maintenance (PPM) work orders in accordance with the pre-progress of work. Raise Reactive Maintenance (RM) work orders for technical staff as well as generate monthly and quarterly reports for work orders carried out to ascertain status. Appreciated by the company and client in several occasions for reports submitted earlier than stipulated deadlines. With a rich knowledge in safety acts and practices, a certified First Aider and Fire Warden. Proficient in Office Management System and a range of Office Software, like Outlook, Word, Excel, Power Point.

My current role allows me to experience daily operations in the Construction business, primarily construction of major roads in the State of Qatar. A key point of contact in preparing Inspection Reports which is a vital document for Commercial Team in collecting payments from client. Administrative and clerical work are on top of my roles and responsibilities.

Professional Experience

Daewoo Engineering and Construction Co. Ltd

Administrator cum Document Controller

Project: Construction and Upgrade of E Ring Road

North/South Link

From December 2017 – December 2018

Tasks and Responsibilities

•In charge of workflow, including letting a person or group of people know that action needs to be performed on a file to complete a process.

Recordkeeping that may need internal systems and external clients as well as regulatory and legal compliance.

•Used of electronic document management systems to track digital documents that allows for quick sorting and retrieval of digital "paperwork."

•Day to day responsibilities are focused on the control and tracking of documents. Number documents and input technical revisions, perform compliance checking, filing and organizing, documentation auditing, and report on document status and distribute documents as required.

•Keep track of important project documents like project plans, blueprints, vendor contracts and drawings; creating reports for construction managers; keeping documentation safe and backed up; and performing data entry tasks when project documents need updates.

•Printing out and distributing project documents to managers, vendors and team members; converting paper documents to an electronic format; keeping files organized by project; documenting meetings and uploading documents to the web.

•Maintains Human Resources records by recording new hires, transfers, terminations, warning letters, change in job classifications, merit increases, tracking vacation, sick and personal time.

•Orients new employees by providing orientation information about the Company, including policies, gathering payroll information, explaining and obtaining signatures for benefit programs and arranging HSE Inductions.

•Documents Human Resources actions by completing forums, reports, logs and records.

•Update job knowledge by participating in educational opportunities like trainings, reading professional publications.

•Work with Teams, oversee the operations within the company, coordinate with management and engage in planning according to the needs of the company. In addition, planning, organizing and coordinating meetings and events.

Carillion Qatar, LLC

Facilities and Service Coordinator/Helpdesk Supervisor & CAFM

Project: Qatar Shell FM Contract

Ras Laffan/Al Mirqab Tower

From July 2013 2017

Provide support to Housekeeping including Pest Control and Waste Management, Office Support Services and Mail Room. Same time, function as administrative, clerical, executive support, variety of tasks and responsibilities for projects undertaken and in progress. Primary point of contact for the Executive Office, Administration, coordinates and screens incoming and outgoing communications, taken action as appropriate, summarizes, prepares background documents and responses as necessary. Served as Helpdesk Supervisor -CAFM

Tasks and responsibilities

•Provide administrative and clerical support and assistance to Executive Office, Managers

•Ensures compliance with administrative policies and procedures, discretion and confidentiality

•Oversee administrative policies and procedures within the Office

•Conduct research, compile date and prepare documents for presentation used by Executive Managers and committees. File and retrieve documents and reference materials

•Prepare accurate weekly times sheets of more than seventy personnel

•Arranging staff leave applications and make sure will adhere to company’s policies regarding leaves and benefits

Raise material requests for Maintenance, Pantry and Cleaning consumables including reprographics and to always keep substantial stock until the next delivery. Identify the correct codes to be used for each request and liaising with top management for approval. Justify the need for every request.

•Arrange and book meeting rooms/function halls for company and client meetings including travel and hotel arrangements for VIPs

•Reporting to the Operations Manager, I manage and coach Helpdesk Team, ensuring they do develop and lead by example to become highly organised and provide the best service to clients and stakeholders.

•Respond to high level matters/issues that are directed to the Helpdesk and monitor the daily operations of the building. Handle complaints from the time it was received and making sure will be closed within SLA and customer satisfaction will be the priority.

•Generate reports from the system for PPMs and other weekly or monthly reports that are required by the FM Managers.

•Design and implement procedures and processes to ensure a high standard of delivery within the Helpdesk and services are available to all client 24/7.

•Made sure KPIs and SLAs are met and not breached.

• Point of contact for Reactive Work orders, assigning and closing of RM as well as PPM using Planon

•Attends Executive meetings and prepare the minutes of the meetings

•Process holder for business card request across all Shell sites

•Monitor, screen, respond and distribute incoming communications and manage incoming calls

•Prepare reports, memorandums, internal and external correspondences, letters, presentations and documents, spreadsheets using MS Word, Excel and PowerPoint

•Manage and maintain executives’ schedules and appointments

•Receive and interact with incoming visitors determine access to specific individuals

•Coordinate project based work/activities, liaise with internal staff at all levels

•Responsible for the overall daily operations of all soft services conducted in the building including interior and exterior locations, greenery and landscape

•Conducts inspections for areas Executive VIP floors, including lobbies, common areas, meeting/conference rooms. Ensures all locations are well kept and without any unsafe issues

•Vendor performance, payment verification and purchase requisition

•Contact suppliers to ensure all orders were received and delivers on time

•Maintain constant contact with vendors with regards to deliveries

•Notify Operations Manager if critical delivery is going to be late

•Work with vendors to solve invoicing issues that could delay critical deliveries

•Participate in facility surveys, inspections made by authorized government agencies

•Ensures supplies and equipment are maintained and with a safe, appropriate storage

•Petty Cash custodian

•Material Safety Data Sheets (MSDS) for chemicals, review and check proper container labels and storage

•Schedule infection/pest control for building, procedural and proper waste segregation and disposal

•Arranging Worker’s Welfare Audits

Accenture, Inc Manila, Philippines

Customer Service Representative

From 2007 – 2013

Tasks and responsibilities

•Handle customer inquiries both telephonically and via email

•Research required information using available resources

•Manage and resolve customer complaints

•Provide customers with product and service information

•Enter new customer information into system called SAP accurately

•Update existing customer information Process orders, forms and applications

•Identify and escalate priority issues

•Document all call information according to standard operating procedures

•Complete call logs and produce call reports, making sure SLAs are met

•Exemplary customer service skills and can very well handle irate callers

National Power Corporation

Manila, Philippines

Secretary/Receptionist

2002 – 2007

Tasks and responsibilities

•Performs administrative and office support activities for multiple supervisors

•Fielding telephone calls, receiving and directing visitors

•Coordinate workflow, update and chase delegated tasks to ensure progress to deadlines

•Arrange essential mail in priority action order for superior

•Handle all inquiries within capacity and arrange call backs to protect Manager’s time

•Update mail/phone directories and make them available to Office Staff

•In charge of the corporation’s paging system

•Above average skills in the use of PABX and switchboard system

•Attends meetings and arrange minutes of the meetings

Education

Lyceum of the Philippines

Manila, Philippines

Graduate of Bachelor of Science in Business Administration

Major in Management

1992 1996

Graduated with Honours



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