Administrative Assistant Office
Resume:
MELANIE GRACE CHUA
Al Nasser, Doha, Qatar
************@*****.***
SUMMARY OF QUALIFICATIONS
Over 7 years of cross-cultural experience in general administration, clerical & executive support with proficient knowledge in hospital settings and healthcare services. Well versed in performing a variety of administrative tasks; producing and corresponding reports, document control, maintaining and updating office database system, providing executive support to facilitate the effective functioning of the Executive. Excellent verbal and written communication skills. Highly proficient in Microsoft Office, SAP and Oracle System.
PERSONAL INFORMATION
Nationality : Filipino
Date of Birth : April 11, 1990
Age : 29 y/o
Marital Status : Married
Visa Status : Husband Sponsor
EMPLOYMENT HISTORY
Dec. 2013 – Present Administration Executive /Projects Administrator Abdullah Abdulghani & Bros. Co. – Toyota & Lexus QA Doha, Qatar
Jan. 2013 – Dec. 2013 Executive Secretary
Qatar Belgium Aluminium Co. W.L.L
Doha, Qatar
Jul. 2012 – Dec. 2012 Admin. Officer/Document Controller Cirrus Steel LTD.
Doha, Qatar
Aug. 2011 – Apr. 2012 Administrative Assistant
United Nations Population Fund (NGO)
Davao City, Philippines
Jun. 2011 – Aug. 2011 Office Clerk
South Wings Travel Agency
Davao City, Philippines
EDUCATIONAL ATTAINMENT
Tertiary : Bachelor of Science in Nursing
Mindanao Sanitarium and Hospital College
Tibanga, Iligan City, Philippines
School Year 2008 – 2011
WORK EXPERIENCE
Administration Executive/Projects Administrator
Abdullah Abdulghani & Bros. Co. W.L.L.
Duties and Responsibilities:
In-charge of the Department Director’s day-to-day office operations.
Assist Department Director in preparation of performance reports to be submitted to the CEO on a monthly basis.
Makes arrangements for meetings; booking conference rooms, circulates materials to participants and may attend meetings to take minutes as directed.
Arrange Department Director’s business travel itineraries in coordination with HR and Finance Department.
Coordinates among various departments within the company (HR & Admin, Learning & Development, Legal, Finance, Internal Audit, Procurement, Sales, Corporate Comm., Customer Relationship, Maintenance, Security, Heavy Equipment and Main Service Departments.)
Prepares letters for management approval such as tender recommendations, letter of award, assigning of contractors, contract approval, payments, variation orders, extension of time and handing over of project.
Coordinates with contractors and consultants for any project team concerns.
Maintains contract & warranty management spreadsheet to ensure validity (expiration and renewal).
Close liaison with the Service Suppliers, Contractors and Consultants for any project team concerns.
HR and administrative tasks, i.e. admin requests, staff leave requests using SAP Fiori, attendance monitoring using ARS System, training or business travel arrangements, etc.
Liaise with courier service companies for material/document shipments.
Works closely with the Direct Reports for required tasks to ensure smooth flow of operations.
Manages correspondence by answering emails and sorting mail.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders using SAP System; verifying receipt of supplies. Executive Secretary/Admin. Coordinator
Qatar Belgium Aluminum Co. W.L.L
Duties and Responsibilities:
Answering phone calls and give immediately the certain action for tender and other personnel inquiry.
Responsible for receiving, circulating and recording all incoming and outgoing faxes emails and phone calls.
Obtain callers names and arranges for appointments and meetings with person called upon.
Calling International suppliers (Germany, Switzerland, Italy, Bahrain, Dubai, China, Turkey, Greece, Oman, and Belgium) to follow up shipments of purchased materials.
Coordinating the daily administrative procedures (e.g. employee relations, Vacation/Sick leave forms, memo circulation, etc.)
Making travel arrangements for Production Workers, Main Office Staffs and Executives.
Responding to staff requests for administrative support.
Preparing cover letters for the invoices, cheques and other documents to send to the Chairman of the Board.
Preparing letters like Offer Letter, Rejection Letter, Purchase Order, Letter Invoices, Letter of Award, Approval Letter and even Credit Facility Letter for company. And able to provide reference numbers for each.
Handling Internal Transactions Documents (Quotations, LPO’s, Job Orders, and Delivery Notes etc.)
Preparing reports, presentations, memorandums, proposals and correspondence.
Handling employee’s documents (passport, pictures, visas, IDs, driving license, vehicle ID card, contract)
Ensuring prompt and professional business correspondence with related parties.
Maintaining an adequate inventory of office supplies i.e. stationery, pantry items etc.
Filing receipts and invoices and dealing with all financial documentation from Accounts Department.
Maintaining files and databases.
Making memos, reports and other correspondences. Admin. Officer/Document Controller
Cirrus Steel LTD.
Duties and Responsibilities:
Performs administrative function such as typing, encoding, answering telephone calls, photocopying, receives and transmit fax letters, filling of documents and safekeeping of office supplies.
Prepares delivery note for customers and supplier for items that needs to be delivered/return to them.
Distributes copies of the delivery receipt and invoices to the concerned department.
Received, scanned and distribute all inter office-office and external correspondence.
Update daily meeting schedules.
Back up the companies documents using server.
Prepare and organize paperwork and other materials as needed for meetings, conferences, travel arrangements and expenses reports.
Maintained office scheduling and event calendars.
Operates copier, fax machine and other office equipment.
Executes automated testing scripts and track/report data. Administrative Assistant
United Nations Population Fund (NGO)
Duties and Responsibilities:
Manage the Branch Chief’s calendar and schedule of appointments; receive visitors.
Provide logistical and administrative support and follow-up for substantive meetings organized by the Branch;
Prepare travel authorizations and make travel arrangements for the Chief.
Organize audio and video conferences
maintain an office filing system and assist in archiving;
Prepare PowerPoint and other presentations, including computer generated visuals such as graphs for the Chief and support other staff if necessary; and
Document expenses and hand in reports.
Office Clerk
South Wings Travel Agency
Duties and Responsibilities:
Organizing business travel, itineraries, and accommodation for clients.
Creating and modifying documents using Microsoft Office.
Setting up and coordinating meetings and conferences.
Updating, processing and filing of all documents.
Meeting and greeting clients and visitors.
Typing documents and distributing memos.
Handling incoming/outgoing calls, correspondence and filing.
Faxing, printing, photocopying, filing and scanning.
Monitoring inventory, office stock and ordering supplies as necessary. SEMINARS AND TRAININGS ATTENDED
November 17, 2017 Microsoft Office Excel (Advanced Level) Abdullah Abdulghani and Bros. Co. Training Academy Najma, Doha, Qatar
November 6, 2017 Microsoft Office Word (Advanced Level) Abdullah Abdulghani and Bros. Co. Training Academy Najma, Doha, Qatar
October 25, 2017 Microsoft Office Power Point (Advanced Level) Abdullah Abdulghani and Bros. Co. Training Academy Najma, Doha, Qatar
December 5, 2016 SAP Refresher Training
Abdullah Abdulghani and Bros. Co. Training Academy Najma, Doha, Qatar
January 20-21, 2016 Professional Secretarial and Admin Skills AAB Learning and Development Department
Copthorne Hotel, Doha, Qatar
August 24-25, 2015 Business English Writing Skills (Advanced Level) Abdullah Abdulghani and Bros. Co. Training Academy Najma, Doha, Qatar
September 22-24, 2014 BLS/AED & First Aid Provider Course Hamad International Training Center
HMC, Doha, Qatar
February 2-4, 2011 Gender and Development Training Mindanao Sanitarium and Hospital
Iligan City, Philippines
February 17, 2010 STD Communicable Disease Nursing Mindanao Sanitarium and Hospital
Iligan City Philippines
January 7-8, 2010 First Aid and Basic Life Support By Philippine Red Cross
Vicente Sotto Memorial Medical
Cebu City, Philippines
CHARACTER REFERENCES
Available upon request.
I hereby certify that the above mentioned information are true and correct to the best of my knowledge.
Melanie Grace C. Chua
Applicant
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