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Document Controller, Office Administrator, Secretary and Customer Rep

Location:
Doha, Doha, Qatar
Posted:
November 08, 2019

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Resume:

adasin@r.postjobfree.com

Qatar: +974-****-****

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Myra Cuala

DOCUMENT CONTROLLER / EXECUTIVE ASSISTANT

Ten years’ experience in the field of documentation in EPCM in fast pace environment of a complex large-scale projects in United Arab Emirates and Qatar. Six years exposure on Production, Manufacturing and Banking field of business from multi-companies in the Philippines. Current Role Summary

Performs effective implementation of the day-to-day document management workloads as per quality check, register, data entry, uploading, control log, document numbering, classification, records file, archiving, indexing, storage and retrieval of electronic & hard copy file;

Manage and control of document control file room for quality archiving and retrieval such as standard labeling, control log, referencing, classification, indexing, and storage box and folder;

Document registration and uploading of Engineering Deliverables with correct metadata such as document numbering, type, status, attribute, discipline, revision, etc. in accordance with the Project instruction (PI);

Distribution of documents using Document Management System/Aconex on time with correct action to be done using correct type of mail e.g. Transmittal, Executive Letter, Request for Approval, Request for Information, Field Change Request, Non-Compliance Request, Request Field Change;

Act as document management system ‘super-user’ that builds a full bank of knowledge and information that support robust storage for reference and retrieval;

Establish and manage Workflow for document approval processes and controlling technical and commercial documents, supporting the process of effective document Configuration Management/ Control’ aligned with the project delivery framework & core document deliverables;

Undertake document management audits in compliance to document management standards/ policies and effective control of baseline project documentation;

Establish and maintain central documentation for the execution of protocol and procedure of the Project Instruction (PI) for Electronic Document Management & Control System (EDMS) and process flow;

Create Workflow process for document review or approval for contractual documents, invoice for payment and

material/drawing/proposal submissions with specified timeframe;

Manage Tendering process for new projects and sub-projects such to send facsimile and email communication from Pre-Tender stage up to Tender awarding;

Received and quality check of Incoming and Outgoing general correspondence, letter, report, submittal, drawing, report, and other deliverables for proper distribution to the right concern persons in time for their action;

Act as Helpdesk for request for system information in relation to project creation and user account, answer queries and troubleshoot, provide assistance for one-on-one system training and the like. Office Management Responsibilities

Technical and Administrative duties include, but not limited to: report preparation on various subjects and presentation for electronic materials using word processing equipment, spreadsheet and database management programme, engineering specifications, setting up & maintaining project files, project closeout and file retention;

Secretarial duties / Diary Management include, but not limited to deliver: assistance as needed for activities such as meeting arrangement, room reservations & bookings, travel, appointment, Profile

Filipino, Philippines

Document Control, Records

Management, Administrative &

Secretarial, Office Management

Expertise

Graduate of Bachelor of Science in

Business Administration major in

Management, Philippines

SY1997-2001

Certification

Certificate IV in Document Control in

Project Environment, in partnership

with AEGIS Aspire, Australia Pty

Ltd., Aconex 2013

Areas of Expertise

Administrative and Technical

software applications (Microsoft

Office and EDMS such as Aconex

Document Control and Record

Management

Quality Control, Auditing, Inventory

Project and Time Management

Client and Customer Service

Excellence

Attention to detail and high level of

accuracy

Delegation of authority and

responsibility

Integrity and Confidentiality

Teamwork and Collaboration

Initiative and Cooperation

Communication and Interpersonal

Skills

Planning and problem solving

Judgment and decision making

Myra Cuala

DOCUMENT CONTROLLER / EXECUTIVE ASSISTANT

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maintain Officer’s calendar, screen phone calls and respond to routine requests;

Finance and General Accounting works, but not limited to: control and monitor of petty cash, cash advances, reimbursement, releasing of cheque, disbursement, quotation, invoice, purchase order, deliveries and receipts for all operational expenses, timesheets/attendance monitoring, leave of absence and man-hour computation for payroll period;

Inventory and auditing activities. Physical count of stocks/office supplies, production material & equipment supplies against Company inventory system for documentation report;

Performs special projects and assignments. Create and draft executive letter, memo, minutes of meeting and other related paper works.

Relevant Project / Work Experiences

July 2015 – June 2019

Document Controller-Executive Assistant / OilExec Qatar WLL. Gatekeeper for document management system process flow of the project under Jacobs International Holdings that provide Project Management Consultancy Services

(PMCS)

Project: Red Line South Underground Station, Doha Metro Project Client: Qatar Railways Company

Nature: Railways

May 2014 – May 2015

Senior Document Controller / AKTOR SA, Qatar. Gatekeeper for document management system process flow of the project that provide as Main Contractor.

Project: Gold Line Underground Station, Doha Metro Project Client: Qatar Railways Company

Nature: Railways

November 2007 – April 2014

Document Controller / ACONEX. Host as a Client Representative as Gatekeeper for collaborative electronic tool for document management system (Aconex) of the project between development organization and its project partners. Project (4): Lusail City Development, Jun 2012 – Apr 2014 Client: Lusail Real Estate Development Company (LREDC) on behalf of Qatari Diar Company, Qatar Nature: Mixed used of High & Low Rise Buildings; Infrastructure. Project (3): Al Raha Beach Development, May 2008 – Apr 2012 Client: ALDAR Properties PJSC, Abu Dhabi, UAE

Nature: Mixed used of High & Low Rise Buildings; Infrastructure. Project (2): St. Luke’s Medical Centre, Nov 2007 – Apr 2008 Client: San Miguel Development Corporation (SMDC), Philippines Nature: High Rise Building / Healthcare Facilities Project (1): Serendra Towers, Nov 2007 – Apr 2008

Client: Ayala Land Inc., Philippines

Nature: High Rise Building

Aug 2006 – Oct 2007

Document Controller / Japan Gas Corporation (JGC), Philippines. Gatekeeper for document management system of the project that provide Engineering Design, Procurement, Construction and Commissioning Services Project: Hydrometallurgical Processing Plant (HPP-2) Client: Coral Bay Nickel Corp. (CBNC), Philippines Nature: Petro-Chemical, Oil & Gas

Previous Work Experiences:

Administrative, Secretarial and Office Management and Customer Service Role, Philippines Y2001-2006 Jun 2005 – Jul 2006 Administrative and Accounting Staff / SGS Gulf Ltd Jun 2004 – Mar 2005 Accounting/Logistic Staff / JFE Steel Corporation Nov 2002 – Jun 2003 Engineering and Technical Secretary / Diageo Inc., Apr 2002 – Aug 2002 Information Technology Secretary / Avon Products Mfg. Inc. Aug 2001 – Jan 2002 Counter Operation Assistant (HQ Office) / Hongkong & Shanghai Banking Corp.



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