Project Executive Assistant
Resume:
Gleason M. Matibag
Professional History
gleason.1979@gmail.
Through the past 12 years working in the United Arab Emirates, I have become proficient in AutoCAD, Sketchup, Adobe Photoshop, and MS Office programs. For the past 12 years I have worked continuously for two UAE companies for projects within the GCC: From 2008-2019 I was employed by Paul DeVylder-Architect DMCC in Dubai as a Senior Document Controller with a history of tracking and protecting documents both paper and digital. I take responsibility for everything drawings, procedures, work paraphernalia, booklets and labeling, and even complaints corrective actions and audits. Using an organization’s protocols and quality guidelines I am effectively managing the flow of your materials putting into action logs and tracking systems control of batch records and maintaining flow of documents between the company and outside parties such as subcontractors vendors service providers. I Take custody of, sort, bind, package, organize, administer, transmit, receive design and project documents as requested, consisting of drawings, specifications,contracts, scopes of work, calculations, datasheets, O&M manuals, Material Requisitions, Vendor documents, reports, electronic files etc. internally or to the Client. Responsible for the storage of the active and archived documents to prevent damage and deterioration. Also responsible for identifying, collecting, indexing, filing, maintaining and disposal of quality records.
Main Job Role
• Maintain As-built files and drawings and provide as-built information at the completion of the project.
• Process and compile final As-built information to permanent file location.
• Ensuring that As-built drawing information will be compiled on signed and sealed plans. The final set of plans shall contain only the latest revision of each sheet.
• Ensuring that As-built documentation files are includes copies of all test reports, correspondence, and certifications.
• Inspection and engineering files shall be merged at the completion of the project in compiling the final project file.
• Ensuring that As-built drawings are annotated in a neat, clear fashion with all field data.
• Enable to establishes and defines the process for compiling and processing as-built drawings and records.
• Provide signed and sealed originals of all design plans.
• Ensuring that copies of documents are maintained in working files for reference, but duplicate copies will be discarded when files are merged for the as-built file.
• Establish, maintain and protect all projects documents, records, drawings, data and information.
• Responsible to maintain and protect all documentations, records, drawings, data and information for the project being executed during the Pre-FEED (Select and Define), FEED
(Front End Engineering Design) and EPC (Engineering, Procurement & Constructions) phases.
• Ensures proper maintenance of projects documentation and their preservation for timely retrieval, and secured the registration, storage and retrieval for drawings, vender data, catalogues, design manuals, codes and standards.
Main Responsibilities
• Performed digital conversion of project documentation by computer scanning (with scan to folder option) of all final documentation,validating the scanned documents as per hardcopy versions and ensured the standards are met.
• Provide training to project team and contractors for all digital scanning activities and introduce the standards to be utilized.
• Performed ad-hoc conversion of document from hardcopy to softcopy and distribute the documentation to the respective custodians.
• Maintained, Updated & Archived All Project Documentation as per EDDR (Engineering Document/Drawing Deliverable Register)
• Assisting in performing the quality checks for all As-Built drawings been carried out during all project phases are in line with the company approval given during design stage, As- Built and Final As-Built.
• Assisting in distributing the Final Documentation accordingly as per the distribution matrix for relevant recipients i.E. Platform, Asset, Project Management Team both hard and soft copy.
• Maintained and updated all tracking matrix / database update and synchronized accordingly with archive centre database for future retrieval and references.
• Maintained tidiness and security of the archive area.
• Ensures proper equipment/systems are available (Toners, Papers, Developers).
• Maintained and updated the document inventory database and operate document tracking system. Task includes assigning the project documents / reports into category, labeling and filing.
• Organize copies of hard documents, accurate records of the receipt and issue of transmittals, incoming and outgoing and distributes quickly and effectively, at the same time recorded the issues, status and location of all controlled documentation, including drawings.
• Prepared request for printing various technical drawings and ensured that the printed drawings are as requested.
• Provides assistance to the discipline Engineers by searching for and extracting data from records.
• Preparing monthly timesheets and leave schedules for staffs of the department and submitted to the Administration Department.
• Facilitated to set up and operation of an electronic database management system efficiently and updated and maintained accuracy of information
• Compliance with quality assurance requirements managed effectively security and archiving of all electronic and hard copy documents.
• Liaised and coordinated with the vendors to identify priorities and appropriate treatment of information incoming and outgoing
• Arranges for the Trade License and legal Documents from the Economic department and get the invoices attested by the Chamber of Commerce and from the respective embassies for the export/import exempt documentation.
• Maintained and updates daily Documents related to Logistics providing accurate status of the documents and pending action are forwarded to concerned sections. Maintains, Updates & Archives All Project Documentation as per Company Document Control Procedure.
• Provides the latest Document/Drawing Deliverables Register to Project Managers & Project Teams to ensure the project documentation are up to date and current, with all Project documents and filing control are kept in conformance & compliance with Project Document Control Procedure.
• Provides weekly outstanding and overdue reports from Client, Consultants and Sub Contractors to relevant Area. Project Establishing and Maintaining a Centralized System for the control of company correspondence.
• Supervision of 2 document controllers and 4 Document Control Clerks.
• Defining a document filing system to enable rapid access of all company documents.
• Standardizing the drawing numbering system and coordinate the same with Engineering Department and Sub-Contractors.
• Maintaining up to date Database Register showing document details and revision status.
• Establishing a Distribution Matrix for allocating controlled copies of documents as necessary to Company staff or Organizations (Client, Contractors, Sub-Contractors, Suppliers, etc.)
• Logging of all Correspondence, Drawings, Procedures, Standards, Specifications, Vendor Drawings, Purchase Orders, Data Sheets, Manuals, etc. and generate internal transmittal for internal circulation of the same.
• Coordinating and controlling of Engineering Documentation, QC Documentation (Inspection Records), Suppliers Documentation, Subcontractors Documentation with Client/Contractor as
well as internal review approval of Subcontractors documentation.
• Ensure that all documentation, drawings and specifications are up to date and at the correct revision.
• Ensure that numbering and revision status is being used on all documentation, drawings and correspondence.
• Participate in the discussion of the "Subcontractor Document Register" during project and Supplier "kick off" meetings.
• Check correct procedure format, number and revision is being used.
• Dispatch documents and comments internally and externally as per distribution matrix.
• Using reports, advise Client, Subcontractor, Project Manager and Team Members on a weekly basis, the status of documents and comments internally and externally.
• Assist other Document Control Team as and when requested by the Quality Manager, due to busy periods, illness and holiday cover.
• Participate in presenting Document Control processes at the "kick off" of new projects.
• Controlling the document and data control activities / movements by establishing, implementing, maintaining and updating the documented procedure with strict adherence to:
1. Company requirements
2. Client’s requirements
3. If necessary ISO-9000 standard requirements.
I also worked here as an Architectural and Design Assistant. Here I worked directly with the lead design architect in developing project design primarily through a detailed schematic design level, and for some through design development. This included detailed coordination with Structural & MEP Engineers for final space planning and services routings, as well as front of house and back of house circulation meeting program and life safety requirements. This was critical for the many mixed use and hospitality projects we did. We also did extensive master planning including schematic planning of all buildings within the developments. In this role I produced all AutoCAD drawings with continual control of program areas to maintain allowable GFA limits and building efficiencies, along with cost control. Our master plans were used for government approvals of final master plans, including all plot Affection Plans with Zoning Regulations and Design Guidelines for implementation. I did all of the computer drafting for these efforts and converted final AutoCAD files to MicroStation as required by Dubai Municipality for final submissions. As a multitasked, I also served as an Executive Assistant to Mr. Paul Devylder (CEO) and entrusted
me with all the confidential paper works and important documents. For the entire years that I been working in his company I am responsible for scheduling and maintaining calendar of appointments, meetings, and travel itineraries. Responsible for organizing his travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses. Prepare email correspondence, reports, minutes of meetings, update spreadsheets, schedule meetings and communicate with the board in his behalf. I am able to anticipate his needs, providing the highest level of initiative and support. I can say that I can do most of the task and work regardless of what my superior can possibly ask.
I was praised for my time management skills, being a proactive and doing the work with great work ethics practice. Balancing multiple tasks within deadline-driven atmospheres while providing top-level assistance and maintaining strict attention to detail. From 2006-2008 I was a Document Controller for Arabian Construction Company (ACC) in Abu Dhabi and Dubai. In this position I maintained all contract documents as updated through construction, including facilitating updating compliance certifications (NOC’s) and licenses as required, and compiling official signed off “as built” drawings and warranties for final handover to the projects owner. A more detailed list of responsibilities can be provided if requested. Detailed Description of Major Project and Experience With Paul DeVylder-Architect DMCC 2008 to 2018
• La Hoya Bay Regency, Marjan Island, UAE - Concept Design & planning of feasibility for a seaside development modeled after a Mediterranean village focusing on hospitality and retail street activities for second home and vacation travelers. Destination point. Concept design in association with Lucien Lagrange Architects, Chicago.
• La Hoya Bay Bermuda, Marjan Island, UAE – Concept Design & planning of feasibility for a Hotel and Residential mixed use development modeled after a seaside resort community focusing on beachfront and marina activities. Concept design in association with Lucien Lagrange Architects, Chicago.
• La Hoya Bay Business Village, Marjan Island, UAE – Lead Architect and Main Consultant for a seaside development for a themed boutique office building with private balconies for the office suites. Ground floor retail with restaurants on the terraces.
• Grand Mosque District, Abu Dhabi – Principal Master Planner for Master Plan and Urban Design for a mixed use Village along the Creek separating Abu Dhabi Island from the mainland. The site lies between the Grand Mosque and the Shangrila Hotel across the Creek. Included were three hotels designed to a concept level, an Emirati Souk Village, a 400 m long retail street, Central Park, Planetarium and multi-family housing for 6,000 residents. A full financial model was developed proving feasibility of the project under various rental and freehold options. (Master's Project with Sorbonne)
• La Hoya Bay Residences, UAE Lead Architect and Main Consultant for seven residential buildings over a parking podium with roof landscape pool terraces. Food and Beverage along the seaside promenade.
• Mixed Use Tower Complex, Dubai – Concept Design for proposed mixed use development in Dubai including a 400 room hotel with ballroom and dining/pool terrace, 500,000 sf office building and 500,000 sf residential tower above, with residents club facilities on the roof terrace above the office block. Feasibility study included.
• Residential Communities, India Planning and Urban Design for several residential townships in India.
• Qatar Project Management - Registered Consultant for review of Qatari Diar's Projects. Currently completed Master Plan reviews of Barwa in New Cairo and a new mixed use project in Khartoum. Both are mega projects involving new communities. I did a Sketchup model study for a revised massing plan for the Khartoum development to maximize view corridors to the Blue Nile River.
• Mixed Use Tower – Dubai – 44 story Hotel & Residential tower complex in Dubai – Concept completed awaiting feasibility and financing.
• Redesign Onyx Development - Dubai – Redesign of the mixed use project originally designed for EMAAR in 2005-2006, now under a new ownership and reordered program. Incorporation of value engineering, area savings and retail and hotel upgrading. Constructed.
• Redesign Concept of Lamar Towers - Jeddah - study to incorporate a 5 star convention hotel in the currently designed Office-Residential-Retail complex on the Red Sea.
• Pre-Concept Master Plan for a new City in Saudi Arabia - Planning of initial vision for a new major city, Okaz, New Taif.
https://www.youtube.com/watch?v=vThkpwC4RJ0
• Doha Audit Bureau Headquarters – PDA was Design Director for IBE Partnership for a mixed-use two 30 story tower office-residential-retail complex in West Bay. PDA re-designed the cores and space planning of the project for added value. July 2012- 2014. Constructed.
• Ajdan Waterfront Mixed Use Project in Al Khobar, KSA - Concept Design & Planning for 6 tower complex on the waterfront central park area. Hotel, Office, Residential & Retail.
• Dubai Golf City Master Plan – PDA was Design Director for IBE Partnership serving as Project Manager for the Master Plan of a 550 hectare high end residential community. In addition since April 2014 as PDA, designed the Master Plan with coordination of Concept Design of major buildings with 10 Design and Infrastructure Design with AECOM. The Master Plan was updated in 2016 to respond to the changing market in Dubai. Infrastructure construction has begun.
• Mixed Use Project - Riyadh, KSA Major Mixed use development of 4.8 million sf GFA to include retail, office, hotel and residential properties. PDA was Design Director for IBE.
• Sabah Al Ahmad City – Kuwait – Consultant to KEO Design for Master Plan of the Central Spine Development of a new city for 200,000. I drafted the master plan and all of the area calculations including concept planning of buildings coordinated with underground parking requirements to prove out the feasibility of the planned massing and use and density of the plots. Further prepared all the Affection Plans for the individual plots including design guidelines. Final Master Plan & Design Guidelines approved and implemented by Kuwait authorities.
• Feasibility Studies in Dubai & Ras Al Khaimah – Initial Conceptual Evaluations of potential project sites in Dubai Golf City, Dubai Hills, Furjan, Meydan, and Marjan Island to advise developer regarding possible design and planning scenarios and their expected Performa results.
With Arabian Construction Company 2006-2018
• Princess Tower – Tameer Holding Investment LLC project in Dubai. Constructed
• Elite Tower – Tameer Holding Investment LLC project in Dubai. Constructed
• The Westin Mina Seyahi Beach Resort – Starwood Property, Dubai. Constructed
• The Gateway (T1, T2 & Podium) – Sorouh Real Estate project in Abu Dhabi. Constructed
• Capital Plaza Development Project – RIESCO project in Abu Dhabi. Personal Data
I live in Barsha Heights, Dubai with my wife and son. I am Filipino, born September 7, 1979 – 40 years old. References
Paul DeVylder – Managing Director PDA, Dubai
************@*****.***
Moutaz Al Chatah – Development Director, Dubai Golf City *.******@*************.**
Omar Jamali – Managing Partner, IBE Partnership, Doha & Dubai ****@**************.***
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