Administrative Assistant/Document Controller

Lailani J. Desacula

Bachelor in Computer Data Processing and Management

Address: Doha, Qatar

Mobile. +974-********

E-mail: **********@*****.***

Career Objectives

To obtain a career opportunity where my knowledge, work experience, skills, talents and capabilities would be mostly utilized and that I will be given the chance to improve my knowledge, in order to give my best and to give credit to the company.

I am looking for a challenging and rewarding organization in which I can contribute my full potential and develop new abilities.

I also have excellent administrative and organizational skill, self-motivated and seeking to utilize and build on existing skills within the organization.

Summary of Work Experiences

Bachelor’s Degree holder in Computer Data Processing Management and has 18 years of experience in document control and administrative work in the Middle East and Philippines. Have good communication and people skills. Organized and can produce quality work under extreme time pressure and deadlines. Quickly grasps complex situations and turns them into manageable tasks. I am also knowledgeable and proficient of Electronic Data Base Management Systems such as Aconex, EIMS, Project Scenario and e-Proliance. Proficient in using Microsoft applications (i.e. Word, Excel, Power Point, Outlook) and other presentation on MS Office. I am currently working as a Document Controller, assigned to the ASTAD Project Management Team, for the Ministry of Education and Higher Education Headquarters Project for 4 years already. I was with Cansult Maunsell, now AECOM Middle East, from 2006 to 2014 (8 years) and worked as Administrative Assistant and Document Controller for their two (2) big projects; Al Waab City Project and the New Doha Port Project.

In the Philippines, I worked for a trading company known as Tricom Dynamics, Inc from 2000 to 2006

(6 years).

Hereafter are the more detailed work summaries in my 18 years of experience. Work Experience 1

Company: ASTAD Consultancy, Inc.

Client: Ministry of Education and Higher Education Project: Ministry of Education and Higher Education Headquarters Project Position: Document Controller

Specific Date: March 2014 to Present

Receives incoming Submittals for ASTAD Project Management Team (hardcopy & through Aconex);

Distributes incoming submittals to ASTAD Project Management Team for review

(hardcopy & through Aconex);

Distributes through Email the daily workflow reports to lead team members;

Monitors the outstanding submittals and sending these reports to designated engineers;

Generate the Weekly Reports and sending this internally and externally every Sunday;

Generate Monthly Reports;

Archiving (hardcopy & softcopy);

Distributes outgoing submittals through Aconex to Consultants;

Receives and distributes correspondences;

Generates in daily basis, the Outstanding Submittals/Correspondences Report, and send reminder to the concern person. Scan all incoming and outgoing correspondence/transmittal using PDF file format.

Receiving of documents and maintain all the filing and labeling of all the Document of QA/AC Department.

Work Experience 2

Company: AECOM Middle East

Client: New Port Project Steering Committee

Project: New Port Project

Position: Sr. Document Controller for the Client Team Specific Date: January 2013 – February 2014

Co-design the structure of project management documentation and reporting.

Implements consistent standard in the project.

Creates, supervise, keep posted and sustain tracking matrix, documents registry for incoming, outgoing, emails receives, submittals, transmittals and requests for information.

Ensures easy retrieval of documents.

Records, expedites, reviews and process the documentation and at the same time maintains a good client service relationship both internally and externally.

Ensures corporate documents are well checked and submitted on time prior to the documents submission due date.

Distributing documents and based on the project internal distribution matrix.

Coordinates with all departments of the company in order to assure that all documents are kept in the right place and in the right department file archive.

Following-up responses and actions.

Guides and supports employees of AECOM and Client Project Team on various aspects of documentation.

Work Experience 3

Company: AECOM Middle East

Client: New Port Project Steering Committe

Project: New Port Project

Position: Document Controller

Specific Date: August 2009 - December 2012

Prepares and issues transmittals and maintain document control registers and maintains the archive project documentation, including electronic and hard copies.

Maintains the master document register of the latest drawings on a project and ensure that all recipients are transmitted the drawings they require as soon as new revisions of drawings are received.

Managing all commercial, tender, and confidential documents for the company.

Making sure everyone follows the standard format. Edit documents that have typographical errors and other types of errors that may lead to the disqualification of a document.

Providing system reports.

Performs regular audit on corporate documents in order to ensure that all documents are properly submitted to other departments.

Make sure that all files submitted are approved by the superior in charge. Work Experience 4

Company: Cansult Maunsell/AECOM

Client: Al Waab City

Project: Al Waab City Project

Position: Document Controller/Administrative Assistant Specific Date: September 2008 – July 2009

Apply the Quality Policy and Quality System established in accordance with ISO 9001: 2000 international standards and execute all responsibilities according to the department work procedures while reflecting Cansult Maunsell AECOM Policy.

Reports and gives secretarial support to the Project Director with four Project Managers and Asst. Project Managers under him.

Gives support to the whole project staff.

Prepares outgoing letters, minutes, reports, memorandums and transmittals.

Sends and receives internal and external correspondence.

Performs record keeping of incoming and outgoing documents.

Distribution and filing of documents.

Performs other administrative functions such as preparing the timesheets, keeping record of annual leaves, coordinating with Head Office.

Make and arrange meeting appointments.

Prepare and organize materials for the meeting.

Reserving Hotel and Air ticket for the employees Work Experience 5

Company: Cansult Maunsell

Client: Al Waab City

Project: Al Waab City Project

Position: Document Controller/Administrative Assistant Specific Date: December 10, 2006 – August 2008

Reports directly to the Technical Design Manager.

Prepares letters, reports and memorandums.

Electronic and manual filing of documents.

Accept calls politely and well-mannered for the Technical Design Manager.

Works in a computer-based environment.

Work Experience 6

Company: Tricom Dynamics, Inc.

Client: Private Company

Project: Private Company

Secretary/Invoicing Clerk

Reports directly to the Customer Service Manager.

Prepares and validates computer-generated documents such as Sales Invoices, Delivery Receipts, Equipment Receipts, Service Invoices, In House Service Reports, and Machine Acknowledgement Receipts.

Prepares Communication Letters for the Customer Service Manager.

Manual filing of hard copies of documents such as Sales Invoices, Delivery Receipts, Equipment Receipts, Service Invoices and In House Service Reports and Machine Acknowledgement Receipts.

Computer filing in MS Excel of In House Service Reports which monitors the date-in and date- out of accepted machines.

Prepares forms such Machine Acknowledgement Receipts, OT Forms, Leave Forms and Gate Pass.

Prepares the itinerary for next day deliveries of consumables and parts of Copiers, Facsimiles and PC’s.

Prepares the itinerary for technical repairs for copiers, facsimiles and PC repairs.

Prepares schedules for the PC parts and accessories; and schedules for machine repairs.

Accept calls politely and well-mannered for the Customer Service Manager.

Works in a computer-based environment.

Proficient in MS Office applications such as MS Word, MS Excel, MS Power Point. Quotation Clerk

Prepares Cost Estimations, Quotations, and Offers to meet client specifications.

Submits quotations directly to the manager for approval.

Fax quotations to the clients.

Filing of hard copies of all the quotations.

Customer Service Staff

Inform Clients of on-going promos

Provides assistance to “walk-in” customers (accepting orders and other technical services)

Entertain customer calls regarding Service and Product prices inquiries.

Monitors accepted machines for repair and making sure that it does not exceed the 30 warehousing days.

Handles and evaluates customer complaints and take appropriate actions. Educational Background

Tertiary: Polytechnic University of the Philippines Manila – Philippines

Course: Bachelor of Science in Computer Data Processing and Management Graduated March 2000

Secondary: Marikina Institute of Science and Technology Marikina City, Philippines

Course: High School (Diploma) Graduated March 1996 Elementary: Sto. Niño Elementary School

Marikina City, Philippines

Course: Elementary (Diploma) Date Graduated March 1992 Skills and Interest

Computer literate, knowledgeable in the Operation of Computer Machines, Fast learner, hardworking, can work with minimum supervision, and can handle difficult situation. Areas of Expertise

Proficient in Electronic Data Management Systems namely:

Aconex

EIMS

Proliance (EPM)

Scenario Advantage

Languages Spoken and Written

English and Filipino

Personal Information

Date of Birth: 01 July 1979

Place of Birth: Quezon City, Philippines

Age: 39 years old

Civil Status: Married

Religion: Christian

References:

Available Upon Request

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