Adiministrator, Exec. Admin Assistant
Resume:
MA. CHRISTINA A. OLANO
Position Desired: CONTRACTS ADMIN. / ADMIN. ASSIST.
Career Summary
Thirteen (13) years’ experience in Administration works. I established my professional career from various works in Oil and Gas Industry and Health Care organization. I have engaged in several works includes Technical/Administration, Customer Service and Subcontracting/Tendering. I have proven myself as a hardworking, responsible, flexible, confident, well oriented and determined person. Initiate work independently acknowledge comments and suggestion for the success as work is highly concern. Can interact with co-workers professionally and maintain positive attitude and respect within the Department/Company.
Career Objective
To obtain a position that will enable me to use/apply in the area of my interest e.g. administrative, technical and subcontracting/tendering as well as my educational background, course and training attended. To share my skills and knowledge to colleagues/team for the smooth working environment and progress of the dept/company. Qualifications
College graduate of Bachelor of Science in Customs Administration and Certificate of Microsoft Office Application. SPECIAL SKILLS:
• Excellent in Computer skills (MS Office, MS Outlook, Excel PowerPoint &-email);
• Knowledge In using ECOSMOS, SAP, Amion and NGDMS System
• Typing and encoding and archiving.
• Can speak and understand basic Arabic and fluent inEnglish.
• Can communicate and interact with other peopleprofessionally.
• Prepares and maintains Itinerary; provides notices for regular meetings.
• Hardworking, fast learner and flexible. Can do any kind of Administrativeworks.
• Can do minutes of meeting.
Work Experience
Company : Sidra Medicine
Designation : Administrative Assistant
Period : May-2018 till present
Area/Unit : Pediatric Cardiac Surgery Div. & Pediatric Critical Care Div. Duties and Responsibilities:
• Assist Division Chief’s in administrative functions including calendar management, electronic records management, faxing, maintain office systems to maximize efficiency.
• Arranges weekly and monthly meetings within the Department/Unit and Division meetings. (face to face meeting and virtual meetings)
• Enters daily, weekly and monthly schedule of Doctor’s Rota in Amion system. Al Thumama St. 816
Villa 4, Doha-Qatar
Mob. No.: +974-********
***.***********@*****.***
• Request the required items like office supplies and Medical items needed in the unit and process the PR’s through Lawson application for further approval.
• Assist Physicians arranging all documents required for renewal of Medical license,
• In-charge of arranging continuous learning for medical staff like lectures and workshops that is approved and accredited by QCHP for medical staff. CME activities
• Assists in preparing the reports including basic formatting and proofreading.
• Sending general information to the whole team related to meetings, scheduling and other related information.
• Maintains an efficient and effective information and documents management system.
• Provides diary management, meeting coordination, and record keeping support for thesection.
• Demonstrates professionalism at all times when interacting with internal and external customers.
• Organizes the office environment to maximize efficiency
• Organizes travel arrangements and itineraries for staff and visiting guests
• Ensures that confidentiality is maintained in all transactions.
• Adheres to Sidra’s standards as they appear in the Code of Conduct and Conflict of Interestpolicies Company : Maersk Oil Qatar (Pan Maritime - Agency) Designation : Contract Administrator (Transition Team) – Short Term Unit/Dept. : Contracts and Procurement Dept.
Period : April-2017 to June-2017
Duties and Responsibilities:
• Support to Procurement Team for the close-outduring transition stage
• Filing all relevant/approved documents in share file and in SAP system.
• Prepares Contract Close-Out Checklist from a signed Agreement/Contracts include amendments in coordination with Contract owner, Procurement In-charge, Finance, HSE and Legal team.
• Contact Contractors for the submission of all outstanding invoices. Counter check in SAP system and Finance team if invoice are aligned and if it is fully paid or not.
• Prepares Novation and Termination Letters using company’s standard format and send to Contractors. And always make sure to receive the acknowledgement receipt for filing and record purposes.
• Prepares the Close-Out Certificate (COC if there’ no outstanding issues and invoices. And make sure that COC should have Legal approval before sending to Contractors for signature and in order to formally close the Contract.
• Updates of Contract Transition Tracker with all the Contract activities and upload approved documents such as signed Deed of Novation, Termination Letter, Contract Close-Out Checklist and Contract Close- Out Certificate.
Company : Chiyoda Almana Engineering LLC, Doha, Qatar (EPCM) Position : Junior Contracts Administrator
Unit/Dept : Contracts and Procurement Dept.
Project : RasGas andQatarGasProject
Date : 01-April-2015 to 6-Feb-2017
Duties and Responsibilities:
• Review subcontractor’s invoice with certificate, verification of milestone and progress with Project Team. Track payments anddeadlines.
• Check, validate and process Progress Payment Statement and send clarification to Subcontractor’s if required. Maintain Subcontractor’s invoice and Monthly Progress Statement. Register all incoming invoices using SAP System.
• Inform Subcontractor’s/Vendor’s the submission of final invoice together with Liens and Claims. Release Letter and Notice of Completion.
• Maintain database of Subcontract Agreement, Change Order and Award Recommendation and other related documents for tender. Maintain detailed and organized files.
• Prepare all outgoing correspondences/letters to Subcontractors using NGDMS System.
• Assist in preparation and revision of contracts that involves the services. Page 3 of 5
• Assist in proposal planning and administration ofcontracts.
• Assist on tender, evaluation, award of contracts, contract administration and claims negotiation.
• Assist in preparation of contract change notices, monitor contractor performance, including the reporting, status of contractor and owner deliverables.
• Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications and paymentschedules.
• Prepare and disseminate information to appropriate employees regarding contract status and facilitate Contractor’s meetings.
• Assist in administrative tasks of closing activities asneeded.And on packaging of the final Subcontract Agreement.
• Assist in analyzing and developing business case to mitigate risk. Submit suggestions to Contracts Administration up line management.
• Assist in developing contract summaries and ensure contract execution in accordance with company policy.
• Ensure strict compliance to Subcontract contractual terms andconditions.
• Follow the Company policies, standards, procedures and guidelines. And Maintain confidentiality of all subcontract information
Company : Chiyoda Almana Engineering LLC, Doha, Qatar Position : Administrator
Unit/Dept : AdministrationDept.
Project : RasGasandQatarGasProject
Date : 01-April-2010 - April-2015
Duties and Responsibilities:
• In-charge in Company Rented Accommodation (Doha) Maintain the data/control of rented Apartment/ Villa including follow up to collect security deposit, invoice processing and tracking related to Company's leased Apartments. Assigns accommodation to the visitor’s/mobilization of employees/demobilization. Controls record of Internet Communication allowance of employees staying in company accommodation, other allowances and submit the report to Finance for re- reimbursement on monthly basis. Register and process all invoices related to accommodation in using SAP System.
• Update the Chiyoda Almana Org. chart on monthly basis and when necessary as per the approval from HR Dept. and Dept. Heads.
• In-charge of Issuance/Tracking of Medical Referral. Prepares Medical Referral form for CAEL staff taking appointment for consultation, blood group, Pre-employment medical. As well as Medical screening for employee required by client. - Record and track Medical expense related to CGH/CST personnel.
• Maintain the General Filing System of Administration by registering all types of files RESTRICTED/CONFIDENTIAL in our Admin. File Log sheet using the Admin File Ref. No. with the Index file itself to synchronize the filing system.
• Update the Chiyoda Almana Engineering LLC Telephone Directory upon the arrival of new employees, demobilization & change of position as per advice from HR Dept. as well as telephone number by IS&T.
• Always checked and maintain to accommodate the needs of all employees within the office, make sure to provide answers to employee’s inquiries and assistance related to Administration scope of works (ex. transportation, medical, accommodation, reimbursable expenses, office supplies and problems solving for the smooth operations in day to day activities in the office.
Company : Chiyoda-Technip Joint Venture (CTJV)
Position : Subcontract Management Assistant
Unit/Dept : SubcontractDept.
Project : QatarGas II LNG Expansion Project - Train 4,5&6 Date : July 2007 to 31 - March-2010
Duties and Responsibilities:
• Receive and forward telephone calls to the appropriate person and provide general information to Subcontractor/Clients;
• Performs a variety of clerical tasks including typing, proofreading, filing, editing, office machine operation including word processing or operation of other automated systems; sorts, files, prepares and/or processes a variety of documents and records.
• Maintain and update correspondence log and mails. Sort all incoming and outgoing mail manually and electronically.
• Checking, sorting and extracting documentsfor hand over to next user.
• Verifies the completeness and quality of soft copies of Subcontractor, Vendor and other Technical documents prior to registration of documents in Dept. documentation logsheet.
• Performs duties of a Subcontract Management Assist. under the direction of the Subcontract Manager. Support/assist Subcontract Engineer’s/Administrators especially when it comes tocorrespondences.
• Prepare a letter using the ECOSMOS system approved by Subcontract Manager, Engineers.
• Arrange appointments, meetings and travel schedule of Subcontract Manager and Administrators.
• Ensure that all work is carried out in a safe and efficient manner.
• Assist of preparing and packing of Final Subcontract Agreement/Change Orders.
• Manage databases as assigned. (Subcontract Agreement, Change Orders, LOA and LOI, AR) Company : King Fahad Medical City - Saudi Arabia
Position : Medical Secretary
Unit/Dept : Maternity Hospital - NursingDepartment Date : November 19, 2005 - April 10, 2006
Duties and Responsibilities:
• Coordinates the secretarial and clerical duties required within the Nursing Office (Maternity Hospital)
• Collects and distributes Inter-departmental mail. Type’s transmittalletter/memorandum.
• Prepare and compiling of transmittal, letter andreceipts.
• Files data of confidential and non-confidential nature, In accordance with unit filing system.
• Read and analyze Incoming memos, submissions, and reports In order to determine their significance and plan their distribution with the department andwards.
• Performs duties of Nursing Secretary under the direction of Director of Nursing in Maternity Hospital.
• Prepares presentation using power point for Nursing Dept.meeting.
• Prepare patient dally census of the MaternityHospital.
• Prepares the itinerary appointments of the HeadNurse. Company : King Fahad Medical City - Saudi Arabia
Position : Medical Secretary to Associate Executive Director of Nursing Unit/Dept : NursingDepartment
Date : Oct. 18, 2004 - Nov. 18, 2005
Duties and Responsibilities:
• Coordinates the secretarial and administrative works required within the Nursing Administration Office.
• Type's transmittal letter/memorandum. Collects and distributes Inter-departmental mall.
• Files data of confidential and non-confidential nature, in accordance with unit filing system.
• Performs generaladministrativeworkunderthedirectionofAssociateExecutiveDirectorofNursing.
• Types all the monthly schedule for nurses, monthly report of the wards.
• Prepares presentation using power point for Nursing Dept.meeting.
• Prepare patient dally census of the Main Hospital. (Dally, weekly andmonthly basis)
• Accepts and review CV's of applicants (nurses) for pre-interview with the approval of Associate Executive Director of Nursing. Contact applicants and arranged schedule of exam as requirement for the final evaluation.
• To dispatch service calls, answer the telephone and keep the office running efficiently.
• Perform other duties as assigned/needed. Fill in for other positions as necessary like during leaves.
• Prepare the schedule, booking of trip and meetings of the AEDON such as business trip.
• Maintain a positive attitude with team/unit
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Company : Riverside Hospital - BacolodCity
Position : Medical Secretary
Unit/Dept : NursingDepartment
Date : February 16, 2004 - August 30, 2004
Duties and Responsibilities:
• Types all departmentalmemos.
• Prepares schedule for doctor's (Doctor'sRota)
• Prepares doctors' appointment.
• Receives all kinds of documents and distribute to its respective dept. and units.
• Assist on clerical work.
Company : Negros Navigation Company, Bacolod branch Philippines Position : Admin -Passenger Service Division (PSD) Unit/Dept : Customer Service
Date : March 13, 2001 - August 30, 2004
Duties and Responsibilities:
• Types all departmentalmemo.
• Accept bookings schedule according to the trip of the vessel.
• Issuing tickets to the passengers
• Prepares report of a vessel the ATA, ATD and the total no. of passengers inside the vessel.
• Answer phone calls, received/distributemessages. Filing, copy, and/or deliver or mail documents.
• File, copy, and/or deliver or mail documents
• Provides all necessary needs of the passengers and maintain good public relations
• Conducting inventory stocks inside thevessel and submit report to the office after a wholetrip.
• Perform other duties on board the vessel asassigned/needed.
• Maintain flies, Stock room, and inventory records organized and availableasnecessary Personal Details
Name : Ma. Christina Olano
Date of Birth : January 13, 1979 / Age: 41
Place of Birth : Philippines
Nationality : Filipino
Marital Status : Married
Language Known : English, Tagalog
I hereby certify that all information stated above are true and correct to the best of my knowledge. Original Certificates are ready upon request.
Ma.Christina Olano
Contracts Admin/Admin. Assistant
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