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Administrative Assistant Executive

Quezon, Philippines
February 22, 2020

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Ma. Madel V. Andres

Executive Assistant +639*********

Has more than twelve (12) years of working experience in office administration. Dedicated and focused Engineering Administrative Assistant who excels at prioritizing, completing multiple tasks simultaneously. Specialize in administrative support to busy engineering firms. Committed to delivering high quality results with little supervision. Has advanced user knowledge in various software or web application such as (web application tool for Video Conferencing) Webex Meeting Setup, Lotus Notes Email including Microsoft Office skills (MS Word, MS Excel, MS PowerPoint, Visio and MS Access 2003 2010)


Talent Identification/Development; Event Planning; Financial Controls; Teamwork; Onboarding; Corporate Announcements; Corporate Credit Cards; Department Administrative Support; Editing and Proofreading; Employee Communications; Executive Administrative Support; Expense Reporting; Knowledge Community; On boarding

;Performance Evaluations ;Purchasing of Supplies; Safety Management; Schedule Management; Telecommunications

;Training ;Ad Hoc Reporting ;Administrative Document Design ; Clerical Documentation Standards and Procedures; Mail Distribution and Services; Presentation Preparation; Spreadsheet Preparation; Time Recording; Travel Arrangements

;Variance Analysis; Budget Support; Client Relationships; Corporate Communication; Cost Accounting; Cost Accounting Best Practices; Document Filing; Document Preparation and Design; Press Releases; Public Relations; Skills Management; Job Evaluation

Expediting Admin/ Technician Shell Penguins Redevelopment Project August 2018 – August 2019 Farnborough, United Kingdom Fluor Daniel Inc. Philippines

Create Minutes of the Meetings and Vendor letters. Proofread and upload Post Award Clarification Record

(PACRs) documents thru database. Coordinate with responsible engineers to update the status of all open PACRs of the vendors and Fluor Engineers per purchase orders. Administrative Assistant Marathon Tier 3 Project

April 2018 – August 2018 Houston Texas, USA

Fluor Daniel Inc. Philippines

Upload Project Documents into Coreworx using ProArc software (Project Management & Admin Support). Assist in the preparation of weekly scheduled reports. Arrange Meeting Room Reservations. Setup meetings through Video Conference an, Teleconference and Webex. Distribute Project Memo to all members. Monitor Mobilization and Demobilization of all members. Update organizational charts and contact list. Administrative Assistant AGPP Project

January 2018 – April 2018 Farnborough, United Kingdom Fluor Daniel Inc. Philippines

Handles Project Job Data Book updating. Handles all, but not limited to, administrative support such as word processing using MS Word for Minutes of the Meeting (MOM), contact lists, etc., spreadsheet creation for financial reports, floor plan, name tags, etc., and design creation using MS PowerPoint for presentations, project posters, event invitations, etc. In lieu, another role is project document filing and safe keeping. An additional important role is also finding resolution to administrative problems by coordinating with the designated teams such as the local & International I.T., Human Resources, Office Services, and Procurement. Provides correct information to queries and requests related to the project. Responsible for conference room reservation organization and alignment. Ensures equipment / supplies needed are properly requested and the maintenance of such is well coordinated. Ensures all important project information/ announcement are well disseminated. Ensures project taskforce meeting needs are provided such as food, drinks, transportation service (if needed), and presentation materials. Employee Mobility Responsible for creating requests for employee's mobility such as PC transfer, dedicated phone line transfer, and Box/ pedestal transfer. Responsible for informing employees ahead of time of their scheduled transfer date. Responsible for updating existing contact list and floor layout when new members arrive. Responsible for providing welcome kits that include their name tags, project overview, printed contact list, and office supplies. Responsible for making sure that all new members have access to the project directory, POL, and software required by their discipline. Responsible for event planning, coordination, and coordination.

Administrative Assistant Fluor Daniel Inc. Philippines June 2017 – January 2018 Office of the Manager of Engineering Management Direct reporting to the Manager of Engineering Management. Handle and prepare all Engineering Management meetings (PPT presentations/Action log) Consolidate and send out reports. Prepare Expense Reports of the Managers. Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments. Other details to be provided upon request. Senior Administrative Assistant to Petronas Clients RAPID UIO PROJECT November 2014 – May 2018 Pengerang, Johor Malaysia Fluor Daniel Inc. Philippines

Provides overall administrative support to more than 25 clients in Manila and other VIP guests from Malaysia. Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments. Prepare and setup for Video Conference meetings and do video testing and coordinates with counterpart. Monitor and update PAAF log and send out weekly status. Follow up and process documents for approval of clients such as Overtime, PAAF, TAF, PDN/Change Proposals, TEQ/Technical Query, Minutes of the Meeting/MOM, MRI, Clients’ cost Invoices and HSE Close Out action items. Answering and directing calls to appropriate executives and parties, taking messages. Coordinate with Office Services’ personnel for printer check ups and PC movement. Update contact lists or Project directory. Meet and greet VIP clients upon their arrival and accompany them to arrive at designated office. Arrange weekly travel hotel and transportation booking for clients/guests. Liaise with KL counterpart, Executive and senior administrative assistants to handle requests and queries from KL managers. Manages carpool coordination between clients and drivers. Prepare meals/snacks for meetings and process expense reports. Prepare Suppliers Relationship Management Requestors/SRM for dedicated vehicles. Prepare for alignment or Project Town hall events. Replenish coffee pool and office supplies from time to time. Updates and monitor the leave plan register. Project Administrative Assistant/Project Admin Technician SANTOS GLNG Project Mar 2011 Nov 2014 EPC Phase I, EPC Phase II, FEED Phase II Brisbane, Australia

Fluor Daniel Inc. Philippines

Upload Project Documents into POL using ProArc software (Letters, MOMs). Assist in the preparation of weekly scheduled reports. Arrange Meeting Room Reservations. Setup meetings through Video Conference an, Teleconference and Webex. Distribute Project Memo to all members. Monitor Mobilization and Demobilization of all members. Update organizational charts and contact list. Update Control Systems Members’ CTR Forecast Due. Monitor Engineering Documents for submission through DSTS (database). Act as the point of contact for internal and externa clients. Assist Project Engineers in developing and maintaining project documentation including drawings, specifications, transmittals, document approvals and other project requirements. Maintain electronic filing system and standard documents in accordance with Fluor standards and Project instructions. Expedite information/documents for approval of clients and Fluor engineers. Organize Project milestone events and presentation. Create SOR (Service Order Request) for newly members – Install PC/Machines, telephone, mobile phone requests and other peripherals needed. Generate SRM Requests for any goods and materials purchase. Create and expedite expense reports. Update Bulletin Boards of the Project. Update floor plans using AutoCad software or PDF. Monitor Project’s assets like mobile phones, cameras and others. Monitor office supplies and coffee pool. Department Secretary – Civil Engineering Department JGC Philippines, Inc. Philippines June 2008 March 2011 Alabang, Muntinlupa City

Assist the Department Manager and prepare materials for the meetings. Receives, copies, sends correspondences and documents according to instructions and quality system document control procedure. Observe confidentiality of documents. Prepare PowerPoint presentation for the engineering meetings. Consolidate data information for manpower reporting. Do up to date filing. Receives incoming calls for the department and ensures that calls are within minimal duration. Prepare transmittals for incoming and outgoing documents. Review time sheets of all personnel in the department using Oracle software. Control department office supplies. Schedule and remind the managers for appointments and meetings.

Project Management Group Office Assistant Jul 2004 Jun 2008 Petron Corporation Refining Division Admin Main Building Front Desk Officer under Community Relations Bataan, Philippines Jul 2006 Dec 2007

Office Assistant in Material and Store Section July 2004 Dec 2005 Assist the Project Manager and prepare materials for the meetings. Expedite approval of documents such as Contractors’ Gate Pass to deliver equipment/materials at site, expense reports, and engineering drawings. Write and distribute email, correspondence memos, letters, faxes and forms. Order office supplies and research new deals and suppliers. Receiving incoming clients/visitors and assists them about every details, how to get in touch with each department where it is located. Answer calls, screen and direct. Take and relay messages. Greet everyone with smiling face. Ensures knowledge of staff movements in and out of organization. General administrative work. Receive and sort mail deliveries. Schedule appointments. Handle on the Job trainees’ assignments and process allowances. Facilitate welcome presentation to the Clients. Tidy and maintain the cleanliness of the reception area. Complete and mail bills, contracts, policies, invoices or checks of material suppliers. Compute, record, and proofread data and other information such as reports. Inventory of equipment materials manually and using SAP database. Encode hardware materials’ code using SAP application.

Assistant Legal Secretary I.C. Tario and Associates Law Offices I.C. Tario and Associated Law Office Bataan, Philippines Serves as back up secretary for other legal secretaries. Types warrants, summonses, subpoenas and other legal documents. Copies court files and faxes documents. Takes and transcribes dictations. Schedule appointments. Trainings:

March May 2012 Project Admin Lead Training Fluor Daniel Inc. Philippines September 17 26, 2012 – Internal Auditors Training or IQA April 2013 Pro Arc Training Fluor Daniel Inc. Philippines March 2017 Basic Excel Training 2.0 Fluor Daniel Inc. Philippines Other online training references available upon request Language: English and Filipino


2000 – 2002 Computer Secretarial Course

Tomas Del Rosario College Balanga City, Bataan, Philippines

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