Executive Assistant Manager

ARRIANE N. OYALES

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

Mobile Number: +974-********

DESIRED POSITION:

Document Controller / HR & ADMIN Assistant

OBJECTIVES

To achieve a suitable position that will commensurate to my qualification and there impart my substantial contribution to the company. I am looking for a chance to demonstrate a high level of motivation to succeed.

EDUCATIONAL BACKGROUND

Advance Diploma in Information Technology

Informatics Computer College (Philippines)

2004 – 2008

Major in Multimedia

Website Designer

Web Developer

WORK EXPERIENCE

Qatar Alpha Beton Readymix Concrete Company WLL - Doha, Qatar Document Controller – Executive Assistant (Executive Department / Admin & HR Department

/ Accounts / Procurement / ERP/ Sales)

September 2014 – Present

Report directly to the CAO (Chief Administrative Officer) and CEO (Chief Executive Officer)

Approvals for Credit Application (Client and Suppliers)

Coordinate with Sales Dept. (process credit application with attached documents – CR, Computer Card, Trade License, Signatory ID, Guarantee Cheque, Audited FS, QCB report

& Bank Statement from the Customer)

Approval (CEO, CAO, Finance Manager, Legal Affairs Manager & Sales Manager)

Follow up the updated required documents

Preparing confidential documents for business travel

Arranging supply of diesel request for Lusail and Industrial plant (WOQOD)

Constructing correspondence and Internal memorandums or Official letters

Monitoring daily emails

Distributing received documents from post office

Response on incoming and outgoing calls & emails

Responsible for effective filing system and other pertinent records (ERP) o Vendors

Change Name, Change vendor Status

Update Credit Limit, Update Credit Days, Update Mode of Payment

Material Price Agreement

Supplier Evaluation

Organized important documents

Reference Number List updated

Hard & Soft Copy (Scan)

Coordination, Request & Documents

Visa Application - Business & Conferences (Outside Qatar)

Reporting directly to the Finance Manager

for Accounts department – Purchase vouchers, journal vouchers, Bank payments, Cash payments and Payment voucher

for Accounts department – handling Invoices, Delivery Notes, Quotations and assisting on filing document.

Reporting directly to the Admin & HR Manager

for Admin & HR department – CV’s, Estimara, Passports, Driver’s license, health cards, Insurance, Certificates, Police reports, Vehicle Violations, and any possible documents

for Admin & HR department – Company Documents and Certificates (CR, Computer Card, Trade License, Tax card, Chamber of commerce)

for Admin & HR department – MOI Applications, Renewals and Payments

Updating Employee details

Assisting Procurement Department

Creating LPO via ERP system

Gathering Quotation for References

Updating Suppliers Evaluation

Maintaining Approved Suppliers (ERP system and Hard copy)

Responsible for the approval of Credit Application (suppliers)

Preparing the Credit Application / Accounts / Agreements and Contracts (from Suppliers)

Updating the Material Price Agreement / Transportation Price Agreement

Coordinating with the Legal Department

Initial review for the Agreements, Terms and Conditions for the company

Maintaining records for the Legal Manager

Coordinating with the Sales Department

Updating Customer List

Coordination with Customer Documents

Samsung C & T - Abu Dhabi, UAE (Cleveland Clinic Abu Dhabi – Project) Document Controller

November 2011 – April 2014

Finishing Fit-Out Department

Doors and Windows

Aluminium and Glass

Curtain Walls

Cladding

Stainless Steel

Solid Panels

Composite panels

Perforated panels

Brass

Aluminium

Railings (Hand, Guard, Bump)

Glass Balustrade

Aluminium

Stainless Steel

Brass

Architectural Metal Works

Aluminium

Decorative Glass

Stainless Steel

QA/QC Fire Stopping (Third – Party Department)

Coordinates with Office Manager

Sends and receives Emails

Filing Documents (includes delivery notes, letters, minutes of meeting and Shop drawings)

Transmitting and Submitting all documents (Method Statement, RFI’s, Shop Drawings, Material Samples, Material Submittal, Pre-qualification, Design Calculation, Engineer’s Instruction and other documents that are needed to be sent) using ACONEX, PROLOG and ZUTEC

Coordinated with Sub-Contractors via PROLOG and MS Outlook

Trainee for Site Supervising

Uploading IR (Inspection Request) for Fire Stopping using ZUTEC TAYLOR BRAMMER Landscape Architects International Pty Ltd, - Abu Dhabi, UAE Administration Assistant/ Executive Assistant

March 2011 – November 2011

Coordinates with Office Manager

Prepares invoices and delivery notes

Sends and receives fax, email and phone calls

Develops business contacts

Organizes meetings

Filing documents (includes shop drawings, design drawings and document sent and received)

Assists the manager for proposal of projects

Organizes all payments for the office

TAEYOUNG E&C, Abu Dhabi, UAE

Document Controller

(Construction Department / QAQC Department)

March 2010 – March 2011

Coordinated with construction site engineers for the scheduling of concrete and rebar as per specification.

Preparing Work Inspection Request and other correspondence for every work package.

Transmitted rebar and concrete orders by fax or email.

Filed all incoming and outgoing documents for construction department.

Received and transmitted shop drawings.

FCI Fars Chemical Industries LLC- Dubai, UAE

Executive Assistant / Document Controller

November 2008 – February 2010

Report directly to the chairman for summary report on status of the client’s transactions on a weekly basis.

Responsible for effective filing system, emails, faxes and other pertinent records.

Managed the finances for the monthly accounts of the branch.

Organized important documents.

Secretarial responsibilities.

SKILLS & STRENGTHS

Creative and Organized

Proficient Educational Background

Good Communication Skills (oral and Written)

Can Work Under Pressure

Computer literate, particularly:

Skillful in PROLOG, ACONEX and ZUTEC for filing and submitting documents

Basic Knowledge on ERP (Microsoft Dynamics)

MS Office (MS word, MS Excel, MS Power Point, MS Outlook and MS Access)

Proficient of Adobe Photoshop CS2 and Corel Draw X3

MACROMEDIA (Flash, Dreamweaver, Director)

Capable for HTML and Java script

Basic knowledge of Oracle SQL

Proficient in world wide web(www)emails and browsing TRAININGS ATTENDED

Softrigger Interactive

Makati City, Philippines

2007 - 2008

Organized text contents on “Aboitiz” “Aboitiz Land” “Aboitiz 2GO” website through CMS

Assigned to make a design study for “Why Not? Forum” website

Developed a website for “OUR HOME Philippines”

Organized text content on “Ajinomoto” website through CMS

Maintained the latest updates on the “Department of Trade and Industry (DTI) Philippines” website through CMS

Appointed to create a sample draft of a contact us page of “BELO group” website through CMS CHARACTER REFERENCES

Samir Alameddine – Procurement Manager (QAB Readymix) – +974-****-****) Doha, Qatar

Evarose Lloce – Registered Nurse (Pediatric Ward – Hamad Hospital) - +974-****-****) Doha, Qatar

Joseph Sebstian – HR/Admin Assistant (QAB Readymix) – +974-********) Doha, Qatar

Contact this candidate