Administrative Assistant Project

JENNY LORRAINE D. CASTAÑEDA

Qatar Address: Bldg. 41 Street 810 Zone 15 Doha Jadeed, Qatar

Philippine Address: #208 Sto. Domingo 1st. Capas, Tarlac Philippines

Email: ***********.****@*****.***

Cellular Number: +974-****-****

CAREER OBJECTIVE: Seeking a position with opportunity to utilize my administrative skills and extensive work experience, display initiative, assume responsibility, and with potential career advancement and growth.

Summary of Qualifications: An energetic administrative professional who brings the following expertise to the job opportunity:

Experienced administrative assistant in a fast-paced environment

in-depth working knowledge of relevant computer applications

well-developed administrative competencies including bookkeeping and secretarial skills

strong background in client relations

excellent oral and written communication skills

proven ability to work independently, manage multiple projects and meet tight deadlines

Proficient in Windows, Microsoft Office computer package, Outlook, SharePoint

EDUCATIONAL BACKGROUND:

College : Bachelor of Science in Computer Science

2001 - 2005

AMA Computer College – Tarlac

Tarlac City, Philippines

TRAININGS:

Office Ergonomic Assessor – British Safety Council

Safety Trainings

Work at Height Training

Confined Space Training

Pre-Mechanical Completion & Simultaneous Operation Training

Commissioning and Start-up Training

Heat Stress Training

H2S and Escape Breathing Apparatus Training

Manual Handling

Fire Warden Training

KEY ACHIEVEMENTS:

Awarded for outstanding support in documentation preparation and logistics management for the Directorate General HSE (Health, Safety, Environment) Audit

Awarded for outstanding efforts in the role as Ergonomics Contact

WORKING EXPERIENCE:

December 5, 2018 to May 31, 2020 Saipem SPA Qatar Branch

Project Site Secretary Qatar Gas Barzan Onshore Project

Ras Laffan Industrial City, Qatar

Duties and Responsibilities

Coordinate all necessary documents, information between QatarGas (client) and Saipem (Contractor).

Focal point to all departments on Project site (Construction, HSE, QA/QC, PreCom).

Coordinate with HR related to mobilization/demobilization of personnel and all related concern to HR.

Coordinate with PRO concerning to medical, residency and documentation required for employment.

Coordinate with Logistic Dept. related to deliveries/collection of materials, arrangement of RLIC gate passes and other related issues/concerns of logistics.

Manage IT system and support services related to troubleshooting of computer system, installation of hardware and software and any devices, and assist to other technical matters.

Coordinate with Camp Management related to the issues/concerns of employees

Provides administrative support for the Welding Engineers on the slug catcher works.

Ensure to order the daily meal requirement of each personnel from Camp Messhall Management.

Arrange/assign a site vehicle, as per personnel request.

Monitor and update the vehicle, devices, camp room logs, as necessary.

Keeping all important documents, invoices, and contracts well maintained

Provides administrative support to project team (Construction, HSE, QA/QC, PreCom)

Responding to emails, letters, and telephone calls

Always maintains professional disposition and can answer queries or requests of information regarding the project.

Assist all personnel on their rotational leave application in Saipem portal.

Coordinate with General Service Officer with regards to ticket request of each personnel on their travel, hotel booking, site vehicle issues/concerns

Ensure adequate supplies of stationeries and office equipment

Requests pay slip copy and other payroll correspondence from the Accounts Dept as per employee’s request only.

Ensure the proper transmittal of documents and materials to the Head Office.

Booking of the meeting room, as per request only.

Prepares monthly timesheets of personnel

Responsible for reviewing driver’s timesheet.

Ensure that payments are made in a timely manner and where appropriate, ensure remittance is issued.

Responsible for obtaining signature of Construction Manager for the timesheets, invoices etc.

Issue and manage office petty cash and submission of report to HR after consuming the budget.

Responsible for maintenance of petty cash.

Other duties as assigned.

June 1, 2016 to January 23, 2018 Hamad Bin Khalid Contracting Company

Technical Secretary Head Office

Procurement Department P.O. Box 1362, Doha, Qatar

Duties and Responsibilities

Requesting material/item quotations to the Vendor/Supplier over the phone or email according to Project Team requirement.

Creating a Material Comparison Tabulation provided by different suppliers.

Producing a Letter of Intent, Letter of Award

Provide control, tracking and reporting system for all engineering technical documents and drawing issued on the project, controlling both documentation produced internally or any received from external sources.

Creation of Document Control Centre and daily update it. Registration of documents produced internally on the project HBK and Clients.

Registration of Documents received from external sources; circulation of documents for review and information.

Document Control (Incoming/Outgoing document registration & distribution, authorization & correct procedure check for all outgoing documents, set-up and maintenance of master deliverable register, document archive/file management for hard & soft copies).

Project set-up (working with project management, system administration and project controllers to develop a project set-up that facilitates both internal and external Project Services requirements).

Interface Management (facilitating communication between and among Project Managers, Discipline Leads, System Administrator and Project Controller).

Project updates (weekly progress reports and attending weekly departmental meetings).

Drawing/Document Numbering System (Management & Control of project specific document and drawing numbering system), revision control and housekeeping of database.

Receive documents and software file originals from the Client via the Project Team.

Load software files onto appropriate project directories with Sharepoint System.

Print hard copies as requested. Maintain central copy of all original soft and hard copies of documents.

Receive process and update incoming documents.

Monitor all incoming/outgoing RFI, IR etc. print, copy and bind project files at the direction of the Project Team Prepare soft copies of files to be issued to clients as requested.

Received, register and store project archives in hard & soft copy form as directed by the Project Team submit/issue drawings to the client.

Notify the Project Team on receipt of updated standards.

Maintain a document library of Company references and vendor information.

Provide Controlled copy distribution of all corporate documents and prepare Project Record Books.

September 1, 2014 to March 31, 2016 RasGas Company Limited

Data Analyst Assistant Barzan Onshore Project

(SHE&S* Department) Ras Laffan Industrial City, Qatar

Duties and Responsibilities

Project Management Team (PMT) focal point in processing and distribution of Incident Notification Report (INR) and Incident Investigation Report (IIR).

Develops and maintains database/registers/logs for Incidents, Investigations and Action Items for tracking and easy reference in generating statistical analysis report.

Generates weekly and monthly incident statistical analysis report and submit to management and RasGas Venture SHE.

Participates as an observer in an Incident Investigation.

Maintains good working relationship with EPC Contractor particularly the SHES System section through daily interaction and consultation.

Reviews and ensures alignment of Contractor’s safety statistics reporting against PMT records and contractual requirements.

Appointed as PMT’s Ergo Contact – conducts Ergonomic Work Station Assessment; resolves related issues/concerns rose during assessment and follow-up and close out action items.

Provides answer to any Incidents statistics and Safety information queries from management, project team and RasGas Venture SHE.

Provides support/assistance to the Incident & Management Case Advisor and Technical Support SHE Lead.

Appointed as Fire Warden

Administered SHE&S meeting schedules and allocation of conference rooms.

Focal point for Site Specific SHE&S Trainings and Induction - schedules and registrations for Barzan Project Management Team Staff. Track, record and ensure compliance of all mandatory training requirements. Data Entry of all required trainings at the system, photo session and printing of ID cards at the RasGas Training Center.

Scheduling and coordination of visitors Induction.

Coordinate with JGC Clinic for Fit to Work Clearance as requirement on Induction training.

Obtain approval and maintained register of Method Statements.

Supported IT requirements request of SHE&S personnel.

Served as the receiver of important mail, documents and ordered items delivered to SHE&S team.

Responsible in distribution of all SHE&S Bulletins, Alerts and Site Notices to the organization. Maintained register of SHE&S Bulletins, Alerts and Site Notices.

Supported SHE&S team in completion of timesheets and any related issues.

Prepare presentation for SHE&S internal meetings, assigned Leads for safety moment, send out e-mail reminders and notification.

Liaised with other department in preparing their presentation for the Barzan Onshore PMT weekly toolbox talk.

Coordinate with SHE&S Manager for weekend work coverage and during Holidays to ensure enough SHE&S coverage at site.

Update Vacation tracking system in Microsoft Access and SHE&S Vacation Roster for any changes of vacation plans / track to ensure there's enough coverage in each area or group.

Administered Safety Harnesses Issuance and Monthly Inspection for the organization.

Other duties as assigned.

November 10, 2013 to August 31, 2014 RasGas Company Limited

Administrative Assistant Barzan Onshore Project

(SHE&S Department) Ras Laffan Industrial City, Qatar

Duties and Responsibilities

Develop and maintain comprehensive database and documentation of Barzan project site personnel.

Provide admin and secretarial support to Project Services department. Resolves daily administrative issues/concerns consult to Project Services Lead for matters within his purview.

Answering phone inquiries, taking memos and maintaining files (hard and e-copies)

Develops and maintains databases and registers relating to PMC activity notifications from contractors for pre-mechanical completion (PMC) / pre-commissioning activities, safety alerts, safety bulletins, safety evaluations and surveillance, incentive schemes, issuance of safety equipment, etc.

Disseminate Notifications of Intent relating to PMC Activities to project site personnel

Produces statistical data and trending associated with project incidents and provide relevant information to PMT etc.

Generates and disseminates daily, weekly and monthly HSE reports including statistical report on incident, safety observations, management walkthroughs etc. to PMT, IP (Ventures) and Shareholders.

Provides administrative support to Company Onshore Project HSE.

Other duties as assigned.

February 15, 2010 to August 28, 2013 HEADQUARTERS OF THE PHILIPPINE

Administrative Assistant MARINE CORPS.

Brown Hall Bldg. HQ of the Phil. Marine Corps., Fort Bonifacio, Taguig City

Duties and Responsibilities

Assisting with all aspects of administrative management, directory maintenance, logistics, equipment inventory and storage.

Managing inventory of assets and supplies, monitoring critical level of stocks, sourcing for suppliers and submitting invoices.

Coordinating between departments and operating units in resolving day-to-day administrative and operational problems.

Scheduling and coordinating meetings, interviews, events and other similar activities

Sending out and receiving mail and packages.

Preparing business correspondence (often using word processing, spreadsheet, and presentation computer software).

Sending faxes.

Managing Files.

Research and the identification of key data sources.

Ordering and receiving food deliveries.

Performing multifaceted general office support.

Preparing meeting minutes, meeting notes and internal support materials.

Personal Data:

Age : 35 yrs. old

Nationality : Filipino

Gender : Female

Civil Status : Single

Passport No. : P1419013A

NOC and References upon request

Contact this candidate