Manager Assistant

Summary of Qualifications:

With more than ** years of extensive experience in Secretarial/Administration/Document Control field.

Excellent in providing secretarial/administrative/Project Assistant/Document Control support for various departments/divisions and resolving a range of administrative problems and inquiries.

Well experienced in processing and control of all project document types to-and-from the Client & PMC on day to day basis in an accurate and timely manner through proper security, storage and retrieval as per the set standard of document control/Quality procedures.

Experienced and trained in Office Management and providing assistance and support to top level and Director of the company. Flexible and keen to learn more and maximize my ability to take on a more challenging role in an organization

Developed the ability to communicate with people at all levels, manage and maintain all kinds of professional administration/secretarial works, fast learner, a good team player, reliable and efficient in dealing with others.

Proven success in establishing/generating programmed reporting system

Work Experiences:

Thales Gulf/Anotech Energy

Qatar Railways Project

Project Management Office

Doha, Qatar

27 May 2018 - Present

Project Assistant reporting to the Delivery Manager

Coordinate with the site installation team for daily reports, weekly reports and progress reports

Maintains tracker of cable management system and coordinate Station/Tunnel requirements

Maintains tracker of devices/materials requisitions and delivery notes

Preparing weekly permit to work (General Permits/CCRM Permits), acquire approval and provide to installation team in order to proceed their task at the station/tunnel/track

Coordinate/support and assist the installation team with their drawings/documents/diagrams requirements

Raised NCR for damage materials/devices in order to provide replacement

Management of correspondence and documents, maintains electronic filing system

Take the initiative to ensure that work processes, procedures and systems are effective and efficient.

Schedule meetings

Coordination with the logistics team for the stations device/material requirements

Cooperation with other members of the project administration team

Performs other duties as required by the team.

Aktor, Larsen & Toubro, Yapi Merkezi, STFA & Al Jaber Engineering Joint Venture (ALYSJ JV) Goldline Metro Project

Qatar Railways Project

Quality Department

Doha, Qatar

November 2014 – 26 May 2018

QA Coordinator reporting to Senior Quality Manager

Establish/generates programmed reporting system - Weekly Reports, Monthly Progress Reports, and Monthly Quality Reports.

Maintain material test register and prepare reports.

Maintain Engineer’s assistant Observation register

Maintain non-conformances (NCR) register Corrective Action Request (CAR), device calibration certificates register and monitor the status by ensuring that issues were addressed by Senior Site Quality Control Engineers before the its due date.

Maintain inspection requests (IRE) registers, monitor the “Right First Time” and failed IRE’s

Coordinate with QC department for compilation of Lesson Learnt presentation and transmit via Aconex.

Upload and transmit via Aconex Document Control System the reports and documents.

Prepares Quality Managers weekly meeting reports.

Promote Quality principles at every opportunity.

Assure that any activity undertaken is compliant with the traceable guiding document.

Laisse with site QC personnel for administration and any quality related issues.

Organize calendar and meeting arrangement.

Provide assistance to the departments’ Senior Quality Manager/Quality Managers and overall admin/secretarial assistance to the QA/QC Department

Driver Management.

Performs other tasks that may be assigned to ensure efficient reporting system for QA/QC department.

Parsons Brinckerhoff

Qatar Railways Project

QHSE Department

Doha, Qatar

July 2012 – 31 October 2014

Executive Assistant (Secondee to Qatar Railways Company) reporting to the QR QHSEE Director

Providing overall administrative support to Qatar Rail QHSE Department; e.g. meeting arrangement, meeting room bookings, etc.

Take the initiative to ensure that work processes, procedures and systems are effective and efficient.

Upload and maintenance of CMS documents onto the QHSE division intranet site.

Coordinate all activities related to Company Management System Document Control procedure.

Maintain an action log arising from QHSE Team meetings/forum, ensuring that they are followed up and dealt with.

Create and distribute agendas and distributes minutes of meetings. Taking and preparing minutes of the meeting.

Provide Executive support for high level meetings including provision of supporting papers and other meeting

materials

Respond to communications and enquiries from internal and external stakeholders in a professional manner.

Prepare/format Company Management System (CMS) documents, processes, procedures, plans, forms etc. according to Quality procedure.

Prepare transmittal of CMS Documents, update CMS log/folders and CMS Intranet page.

Management of correspondence and documents in compliance with the requirements of the document control procedures

Cooperation with other members of the project administration team

Preparation of required correspondence/memos.

Completion of administrative tasks in compliance with the requirements of the Quality Management System

Assist the Administration Manager with the arrangement of transportation and accommodation for Project Team staff on temporary assignment to the Project Office

Support the Project Team as reasonably required by the Administration Manager/direct supervisor

Providing support to QHSE Department for the successful completion of deliverables.

Assist the QHSE Department for collating and preparing of monthly report

Support the Corporate Planning Division for reports and organising workshops

Al Khayyat Trading and Development

Doha, Qatar

February 2012 – July 2012

Document Controller reporting to the Senior Document Controller

Receive document submittal/material submittal from sub-contractors and handles processing

Logging all documents

Track document activities. Track who is doing what, when, where and how. Track the number of individuals reading documents, related user information, date, time and document status (if approve, not approve etc.) This applies to all drawings, submittals etc

Preparing correspondences

Track document revisions. Complete version control. Track all review and revision histories, approval histories, distribution histories and change requests associated with documents.

Responsible for proper filing of all documents

Attends to some other duties assigned from time to time

Hill International

Doha, Qatar

September 2008 – February 15, 2012 – Office Administrator/Personal Assistant reporting to Vice President

September 2007 – August 2008 – Document Control for Private Beach Villa Project reporting to the

Project Manager

November 7, 2005 – August 2007 – Secretary reporting to Senior Vice President

Responsibilities as Secretary/Office Administrator

Handles mobilization process of new appointments

Coordination with the Public Relation Officer for business visas, work visas and residence visas, exit permits, Urban Planning Development Authority Certificate application and other government issues.

Prepare and track NOCs, Exit permits, residence permits in liaison with HR and the company Vice President

Welcome new hirers, ensures that basic working tools (phones, stationery etc) are available and allocation of their seats

Office Assistant and Driver Management to ensure work is produced to a high standard free of errors, whilst limiting duplication of effort and encouraging ownership

Professionally liaise and communicate with other stakeholders groups such as HR, Finance, Ops, Office Managers, BD, etc

Maintains proper and up to date filing system both company correspondence and staffs personal file.

Prepare and distribute notices, agendas, information packets, progress reports, and meeting minutes correctly, professionally and accurately

Preparing of correspondence and memos.

Property lease and insurance certificate co-ordination and logging

Maintain relationships with suppliers and vendors and obtain quotations as required and propose recommendations. Ordering office supplies (for project and office) and gaining necessary approvals. Oversees, coordinates, maintains and/or process purchasing document

Ensuring submittal of all employees’ time sheets on time.

Keeping track of vacation times. Maintaining employee files and employee contracts.

Manages daily administrative operations including establishing work priorities, assists in resolving daily issues related to day to day operations of the project unit/department.

Handles telephone calls, dealing with complex queries and complaints on telephone, by mail and in personand directing / managing the caller and the enquiry in a welcoming, professional and courteous way. Taking accurate messages as necessary

Handles airline booking / hotel booking for employees and visitors

Assists in the preparation of proposal/tender to prospective clients.

Oversees of Office maintenance (repairs/tidiness etc.) and office renovation

Arrangements with IT for Technicians for office equipment maintenance and repair

Coordinating office mail and faxes to be forward to the appropriate parties ensuring that important mail/correspondence are not delayed or missed.

Coordinates department programs, seminars, workshops, travel arrangements, special projects, and/or events for

Attends to any enquiries and handles the front office reception

Performs other duties assigned by superiors from time to time.

Responsibilities as Document Controller:

Prepare correspondence

Upload an unlimited amount of documents in the server where they are easily searched and accessed by employees across the organization

Make sure that all correspondence received from Client, Contractors, and Sub contractors were logged accordingly

Track Document Activities. Complete version control. Track all review and revision histories, approval histories, distribution histories and change requests associated with documents

Track who is doing what, when, where and how. Track the number of individuals reading documents, related user information, date, time and document status (if approve, not approve etc.) This applies to all drawings, submittals etc.

Archive Historical Files. Automatically archive old versions of documents and maintain a secure historical record of all documents

Following the company’s standard operating procedures in submissions of documents.

Ensure that all project documents are well checked and submitted on time prior to the documents submission due date.

Responsible for coordinating with all the project departments in order to assure that all documents are kept in the right place and in the right department file archive.

Responsible for the overall control of all the project documents.

As Personal Assistant:

Provide secretarial support to Vice President

Travel arrangements, including personal travel arrangements, air ticket, entry visa and hotel

Submit insurance and expense claims and follow up

Maintain meeting schedules

Set up appointments

Generate internal and external correspondences (letters/memos)

Organizes company social event

Record keeping of clients/vendors and partners name cards with the help of a name card scanning tool

Performs miscellaneous job-related duties as assigned

November 2004 – November 2005

Crown Trading & Contracting Co. Doha, Qatar

Secretary

Responsibilities:

Coordinate travel and accommodation requirements in connection with others and ensure arrangements are in place.

Filter general information, queries, phone calls and invitations to the General Manager by redirecting such contact as appropriate.

Maintains proper and up to date filing system. Preparing of business correspondence / memos and quotations.

Arrange appointments/meetings for the General Manager.

Preparing invoices. Counter Checking of payment vouchers.

Updating computerized stock inventory - Pioneer Plus Accounting Package.

Meet & greet clients and visitors

Supervise support staff

Performs other related secretarial/accounting jobs assigned from time to time.

January 2004 – November 2004

Bon Appetite Dubai, U.A.E.

Secretary/Supervisor

Responsibilities:

Performs daily routine Secretarial jobs, correspondence, fax, e-mails and others.

Arrange appointments/meetings for the CEO.

Supervise delivery crews.

Preparing weekly purchase orders.

Control the proper delivery of food to various customer’s location

June 2001 – January 2004

Al Hakeem Catering Services, Doha – Qatar

Secretary

Responsibilities:

Preparing business correspondence/memos.

Arrange meetings / appointments for the General Manager/chairman.

Taking down minutes of the meeting / preparing minutes of the meeting.

Preparing purchase orders/purchase requests.

Handles basic accounting works.

Maintain an order and up-to-date filing system for the company

October 2000 – May 2001

One Stop Source Inc. Banawe, Quezon City, Philippines

Warehouse Supervisor

Responsibilities:

Reporting directly to company CEO.

Processing customer’s purchased order

Arrange deliveries of customer’s order both local and provincial (all over Philippines).

Receiving of stock deliveries both local and international.

Supervise Warehouse staffs.

Assists warehouse staffs in conducting physical stock inventories.

Checking movements of stock (slow moving and fast moving items).

Preparing of purchase order for both local and international suppliers.

September 1997– September 2000

One Stop Source, Inc. “Sport Plus” Robinson’s Galleria, Ortigas

Banawe Quezon City, Phil.

Accounting Secretary

Sports Plus is one of the shops operated by One Stop Source Inc.

Responsibilities:

Performs daily office routine secretarial job

Handles reconciliation of the outlet’s daily sales.

Handles Accounts Payables, Receivables and daily bank transactions, both cash and check deposits.

Handles payroll.

Encoding and updating data in the computer by the use of Computerized Accounting System –Quickbooks Accounting.

Preparation of purchase orders and sales invoices.

Conducting outlet stock inventory.

Attends to customer’s complaints.

July - August 1997

Magnon Travel 79 Matutum St., Q.C. Philippines

Secretary

Magnon Travel is a local travel agent dealing with travel arrangement and ticketing.

Responsibilities:

Booking for passengers and taking airline rates

Performs daily routine secretarial job.

May 1997 - June 1997

Flashprint Desktop Publishing Banawe Quezon City, Phil.

Secretary

Flashprint is a printing company dealing with design and printing of any kind of invitation cards, business cards etc.

Responsibilities:

Performs all secretarial jobs for the company.

Customer service.

Telephone Operator.

Assist customers.

General filing and preparing of correspondence.

September 1995 – May 1997

DilimanMart Diliman, Q.C. Philippines

Secretary

Performs all secretarial jobs for the company. Collecting rental payments from tenants. Preparing bank deposit.

January 1994 – September 1995

Balt Towing Services Corumi St., Q.C. Phil.

Receptionist/Secretary

Performs all around secretarial works for the company

May 1993 – January 1994

Calacja 11 Day Care Center Calacja 11, Hamtic Antique Philippines

September 1991 – 1992

Singapore

Saleslady

Education:

Certificate in Business Administration

Cengage Education, Australia

2008

Computer Secretarial

STI College, Systems Technology Institute

Munoz, Quezon City, Philippines

1998

Computer Programming,

STI College, Systems Technology Institute

Munoz, Quezon City, Philippines

1995

Diploma in Agricultural Technology,

University of Antique

Hamtic, Antique, Philippines

1991

Skills:

Proficient in the use of MS-Windows, MS-Office (Word, Excel, PowerPoint & Outlook, Access, Visio), Internet, Email

Well experienced with Accounting Softwares (Peachtree, QuickBooks and Tally)

Proficient in use of Aconex (Document Management System)

Excellent in office administration, organizing and planning skills.

In-depth administrative and document management skills

Excellent interpersonal and teamwork skills.

Ability to analyse and solve problems

Possess cultural awareness, flexible and with sound work ethics.

Well organize, resourceful and efficient.

Able to coordinate well, multi tasks skills, discipline and goal-oriented

Ability to work under pressure with minimal supervision, be able to handle workload with tight deadlines and can work with a wide range of sensitive and confidential issues.

With a strong computer application skills and a self-motivated worker, confident and systematic at work.

Skills in organizing, prioritizing, and scheduling personal workflow.

Keen attention to detail, and quality in work

Holding a valid Qatar driving license

Nationality: Filipino

Date of Birth: 31 July 1972

Seminars & training attended:

Fire Warden Course

Emergency First Aid Plus CPR

ACONEX (Introduction, Advance, Organization and Project Administration)

Personality Development

Award/Recognition:

Star Awardee - Award Recognition Scheme (Parsons Brinckerhoff)

Contact this candidate