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Document Controller/Admin/Secretary

Location:
Doha, Qatar
Salary:
QAR7,000 to 8,000
Posted:
October 19, 2019

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Resume:

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CAREER PROFILE

Highly determined individual with 20 years combine (6+ years GCC) progressive experience working in a Secretarial and Administrative role including clerical and documentation. Possess great capability to make decisions where precedents are not established. Hands on experience of using diplomacy and discretion while handling confidential information. Flexible and hardworking and willing to learn with strong drive to succeed. SPECIAL SKILLS

Possess good communication skills and writing skills and excellent command over written and verbal English. Skilled in reviewing and preparing reports. Ability to interact and coordinate with internal and external business partners. Proficient in Office 365, SharePoint, MS Office Word, excel and power point. Knowledge of Constructware as corporate Document Control System procedure & processing. Strong interpersonal, analytical, and teamwork skills.

Calendar maintenance Meetings coordination Handling phone calls

Files maintenance Recording minutes Travel arrangements

Records organization Reports preparation Financial records

Letter / memo composition Meetings arrangements Supplies maintenance PROFESSIONAL EXPERIENCE

Project Coordinator/Admin/Secretary Feb. 2019 – Aug. 2019 Hamad Medical Corporation - MSO Doha-Qatar

Key Responsibilities:

Coordinate to supervisor all Physician’s privileges for submission & renewal

Update Incoming and Outgoing Files of Physicians

Report Directly to Project Lead

Update supervisor on pending privileges for signature

Monitor documents and report any issues that arise

Ensure standards and requirements of documents are met (updated mandatory certificates like Life support, Fire safety, Environment, QWES, Human, Major etc.)

Implementing and maintaining a procedure to control the issue, receipt and storage of documents

Receives Incoming Documents and distribute to supervisor

Transferring original documents into the filing system as master record.

Checking the completeness and accuracy upon receiving Files LORELA G. SIONGCO

Building 71,St. 853, Al Hussein Bin Ali Zone 45, Old Airport lorelasiongco1969@gmail. com

+974-********

Visa - Husband Sponsor

Availability: Can join immediately

2 P a g e

Informing immediately to the originator for clarification and action if some documents are missing or do not match with the details of Files

Maintain and update tracking records of Clinical Privileges of Physicians

Assisting in other Project/Admin Works

Perform other duties as assign

Issue Memos (i.e. request of extension & renewal of contract for Physicians)

Coordinates with other department’s request

Secretary/Administrative/Document Controller Jan. 2018 Nov. 2018 Baseco International Limited Company Doha-Qatar

Services: Design Services - Roofing, Cladding and Facade Projects Handled:

Project: Qatar University - Rail Station

Project: Lusail – Rail Station

Providing Administration, clerical and documentation support to the team as part of Office Site Daily works. Directly reporting to the Project Manager for Daily Report. Key Responsibilities:

Receiving, verifying, recording, indexing, distributing and archiving incoming documents and Invoices for 2 projects.

Processing, proof-reading, issuing and storing outgoing documents.

Creating and maintaining formats, logs and status reports.

Custodian of deliverables including drawings, procedures, specifications, method of statements, calculations and data sheets.

Responsible for up keeping correspondence, minutes of meetings, progress reports and payment certificates.

Maintaining an updated Material Log Register received for 2 Projects

Assisting in updating report for IRE’s (Inspection Request) as part of Monthly Report for issuance of Payment Certificate

Maintains a well and orderly office supplies and office equipments. Secretary/Administrative/Document Controller Sept. 2015–Oct. 2017 Gleeds Gulf Engineering Consultancy Doha-Qatar

Services: Cost Consultancy – Cost Report, Interim Payment, AIVO & Claims Projects Handled:

Project: Downtown Doha Project (Formally heart of Doha) Client Name: Msheireb Properties (Qatar Foundation) Project: Q2022 FIFA World Cup Stadium – Qatar

3 P a g e

Client Name: Supreme Committee

Working in a Cost Consultancy team, reporting to the Associate Director and assisting Quantity Surveyors in their everyday needs related to administrative, clerical and documentation management. Key Responsibilities:

Responsibilities including Submission of documents and issuing responses for Transmittals and Correspondence through Constructware.

Tracking the pending documents through weekly progress report.

Receiving and submitting documents for review and advise.

Log in All received documents on Log register.

Compiling and filing documents for easy tracking.

Issuance of Payment Certificate to Client.

Issuance of Invoice at the end of every Month.

Research and compile confidential documents.

Take and record minutes of meeting.

Screen incoming correspondence and ensure delivery to intended recipient.

Prepare meeting agendas and collect related material.

Review and proofread documents for executives’ signatures.

Provide general administrative and clerical support including mailing, scanning, faxing and copying

Coordinate and get approval with the Project Director regarding Office supplies needs.

Maintains colleagues’ attendance, leave records, filing and management system and other office flow procedures.

Document Controller/ Secretary Feb. 2014–Jun. 2015 Gensler Design Consultancy Company Doha-Qatar

Services: Architectural Design Consultancy

Project: Downtown Doha Project (Formally heart of Doha) Client Name: Msheireb Properties (Qatar Foundation) Working in an Architectural and Design team, reporting to the Project Director, performing Administrative, clerical and documentation functions and providing support to our Design Architects. Key Responsibilities:

Managing all Incoming Documents of the Project and distribution.

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

Collaborating Outgoing Transmittals and Correspondence for all phases of the Project in Constructware platform

Typing of site documents and follows up on all the site needs.

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

Responsible for all the responses of Material Submittals, CRFI (Contractual Request for Information) and RFI (Request for Information)

Maintain the documents in the Document Control office under safe custody with easy traceability.

Maintain the files and control logs as required by the project. 4 P a g e

Prepare outgoing correspondence for Phase 1 & 2, at the same time upload it to Constructware. Admin HR Assistant Jul. 2012-Jan. 2014

Mecton Qatar WLL Doha-Qatar

Services: Manpower, Food & Training Industry

Providing support to Manpower and Food and Training Department My Key Responsibilities:

Assist HR in Overall Manpower Planning & Recruitments.

Understands client requirements and prepare recruitment plan.

Assist in support the entire recruitment cycle by liaising with associates from different countries, plan advertisements for press, organize interviews, Prepare documents required at different stages of the recruitment process till the induction of employee.

Inductions, training & Development, succession planning, Compensation & Benefits, Attendance & Absenteeism, Performance Appraisals, Employee Relations & Grievances, carrying out exit interviews, Salary reviews.

Liaise with other functional / departmental head and staff members.

Prepare and upkeep various reports.

Keep track of mobilization / demobilization of employees to and from client sites and keep the senior management and accounts department informed of the same.

Client coordination maintain regular communications over e-mail / telephone / fax etc to ensure client satisfaction.

Assist PRO in preparing documents essential to fulfill legal requirements of government and non- government organization and authorities.

Collaborate with accounts department to ensure timely receipt of payments from clients.

General administrative duties for better functioning of organization.

Booking of Tickets for employees

Issuing LPO’s

Telephone Operator May 2012–July 2012

Oryx Rotana Hotel Doha-Qatar

Directly Reporting to Hotel Supervisor and provides clerical and secretarial duties as needed. Key Responsibilities:

Mainly Responsible to handle all incoming and outgoing calls of the hotel.

Provide true and accurate information about different services, amenities or features that the hotel provides.

Take wake up call service request from guests.

Provide timely wake up call service to in-house guests

Take notes, messages through telephone and properly deliver to appropriate guests.

Assist guest in various occasions like making long distance call, arrange seat and booking in local services.

Develop and maintain a filing system

Order office supplies and research new deals and suppliers 5 P a g e

Maintain contact lists

Provide general support to visitors

Office Clerk/Receptionist Sept. 2009-Apr.2012

Active Asia Corp. Promotion Philippines

Working in a promotion and sales company with various products. Dealing with Schools and supermarkets as target clients and customers.

Key Responsibilities:

Communicating with customers, employees, and other individuals to answer questions, disseminate or explain information.

Answering telephones, direct calls and take messages.

Compile, copy, sort, and file records of office activities, business transactions, and other activities.

Review files, records, and other documents to obtain information to respond to requests.

Organizes and maintains files of records and correspondence of both a routine and confidential nature.

Document Controller/Secretary June 2001-Aug. 2008

Duct-IL Engineering Industry South Korea

Provides assistance to the management Team and my role is to ensure that progress report is always updated, reporting to the Manager.

Key Responsibilities:

Implementing and maintaining a procedure to control the issue, receipt and storage of documents.

Maintenance of incoming & outgoing documents like correspondence, faxes, letters, memorandum, minutes of meeting, which are used as means of communication.

Checking the completeness of each correspondence & upon completion of the checking, each document cover shall be stamped with received date together with a serial number by logging into an incoming correspondence register.

Transferring original documents into the filing system as master record.

Checking the completeness and accuracy upon receiving the transmittal & the attach documents.

Informing immediately to the originator for clarification and action if some documents are missing or do not match with the details of the transmittal.

Office Clerk Nov. 1994–Jan. 1997

DFCC-Duty Free Clothing Corp. Philippines

General Administration covering documentation, categorization and control, work orders and secretarial duties.

Prepare and manage correspondence, reports and documents take, type and distribute minutes of meetings.

Maintain schedules and calendars, arrange and confirm deliverables item.

Set up and Collate information and maintain database.

Coordinate the flow of information both internally and externally. Office Clerk Jan. 1988-Mar. 1990

Shanghai Restaurant Philippines

6 P a g e

Responsible for filing of documents.

Providing secretarial support & related office services.

Monthly Inventory.

Received calls

PROFESSIONAL DEVELOPMENT

BACHELOR OF SCIENCE IN SECRETARIAL 1988

HOLY ANGEL UNIVERSITY ANGELES CITY

PAMPANGA, PHILIPPINES

BACHELOR OF SCIENCE IN BUSINESS MANAGEMENT 1993

UNDERGRADUATE

HOLY ANGEL UNIVERSITY ANGELES CITY

PAMPANGA, PHILIPPINES

PERSONAL DATA

Sex: Female

Civil Status: Married

Birthday: October 30, 1969

Nationality: Filipino

Religion: Born Again Christian

Spouse: Randy C. Siongco

Children: Cris Jhane G. Siongco, Cristian Jetro G. Siongco Father: Deceased

Mother: Luz Castro Garcia

Language: English, Korean, Filipino



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