Sr. Document Controller / Office Manager

POSITION DESIRED: Sr. DOCUMENT CONTROLLER /OFFICE MANAGER/EXECUTIVE

SECRETARY / ADMINISTRATIVE

CAREER

OBJECTIVE /

SUMMARY

Team player and able to work with a variety of personalities, eager to learn and willing to share my skills and knowledge, expertise, and ideas through a challenging position in a progressive and continuously growing company. SUMMARY OF

QUALIFICATIONS:

12 years of extensive experience in the field of organizational support, document control management, personnel supervision, administration and office management within the construction industries. Exceptional in verbal and written communication skills. Well exposed to diverse cultural background. Interfaces well with all levels of personnel and clientele, Ability to effectively present information and respond to question from groups of managers, clients, customers and general public, Ability to work under pressure.

SKILLS &

PROFICIENCY:

General Clerical and Administrative Functions

Computer Operations (MS Word, Excel, PowerPoint)

Documentation and Filing System

Customer Services

Presentation of Weekly / Daily Report Basis

Software ACONEX, ProjectWise, EDRMS, Lasefische, BIM Autodesk “BIM 360 Field);

MS office applications Word, Excel, Power Point, Adobe acrobat

Professional, Outlook

WORK

EXPERIENCES:

HBK Referans Trading Company

August – Present

Position – Office Manager

Duties and Responsibilities:

Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored.

Prepare time sheets.

Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands.

Responsible for recruiting staff for the office and providing orientation and training to new employees.

Manage executives' schedules, calendars and appointments.

Monitor and Update the Files of the Staff whenever necessary.

Prepare Outgoing letter.

Prepare daily, weekly, and monthly projection report.

Coordinate with the HR Department for the Staff vacation and renewal of QID, and Training Opportunities.

Supports company operations by maintaining office systems and supervising staff.

Completes operational requirements by scheduling and assigning employees; following up on work results.

Expedite review and distribute outgoing & incoming letters. CHRISTINA MATEO

South Madinat Khalifa Al Rayyan Road

Doha, Qatar

Mobile No. +974 6662- 9676 / +974-****-****

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

Christina Mateo - Curriculum Vitae 2020

Preparing Local Purchase Order and Payment Request.

Coordinates with the Sales Engineer for the preparation of offer to Client.

Prepare inquiries to local and foreign suppliers for in behalf of Estimation Team (Tender Department).

PORR CONSTRUCTION QATAR

July 2016 – July 2019

Position: Sr. Document Controller

Project Title: Al Wakrah Stadium Precint Main Works and Master Plan Duties and Responsibilities:

Responsible for documents and drawings.

Prepare and issue transmittal for all documents (Drawings, technical submittals, information via (Laserfiche, EDRMS, Projectwise) to be submitted to the Client.

Keep all the logs up to date.

Responsible for distributing advance copy of shop drawings to Site Engineer.

Checked, issue and review submittals of Subcontractors to be issued to Engineers and Managers for their internal review. (Aconex)

Prepare and update daily basis submitted technical documents and drawings to my line manager.

Expedite review and distribute outgoing & incoming technical documents and drawings to Project team members for information and action. (Aconex)

Coordinate with discipline Engineers for all incoming documents /drawings from M/s Subcontractor.

Manage and maintain filling / Storing and data maintenance in such a manner that information is available for all concerned persons at any time.

Prepare daily basis BIM Report (Site Inspection Report) IRW

Performs other duties commensurate as a team player who is deadline driven and works well with others.

Generate and issue weekly overdue / status reports related to project documents

(technical queries / deviations) to Senior Project Engineer as necessary and carry out follow-up action as required.

Prepare and submit As Built drawings.

REC QATAR LLC- HBK CONTRACTING JV

May 2010-June 2016

Position: Document Controller

July 2013

Project Title : BP#15 College of Media & Communication for QFEC Client: QATAR FOUNDATION EDUCATION CITY

Management Cons.: ASTAD

Consultant: Louis Berger

Duties and Responsibilities:

Documentation:

Prepares Weekly Report for Handover Documentation.

Ensuring that all project documentation internal and external is correctly captured and logged into the system, maintaining the control and filing of records at all times for CMC Project.

Ensure that all drawings and documents received from Employer, Contractors, and other related parties are properly registered, labeled, filed and archived for easy retrieval.

Christina Mateo - Curriculum Vitae 2020

Responsible for the day to day document management workload in ACONEX

Responsible for checking the received hard copies and ensuring that they match the project mails uploaded in ACONEX.

Responsible for processing all incoming hard copies, as follows: providing a registry number, listing them in the Incoming Registry, indicating a due date for response, allocating the Team

Coordinator and Reviewers as verified by the Project Director.

Providing a copy to the Project Director for distribution of documents/ letters to the responsible Engineer assigned for review.

Generate and maintain the document registration ensuring updated daily.

Finalization of drafts in ACONEX by making sure the necessary documents is attached to it before Project Director’s signature.

Responsible for processing/sending all outgoing documents through ACONEX, providing a system-generated number, registering sent documents on the Incoming Registry as a reply.

Generating overdue transmittals via ACONEX and preparing them together with the other correspondence types that will be due and are overdue that are listed in the Incoming registry for distribution to the corresponding secretaries and their managers every Thursday.

Preparation of Weekly Report for Hand over Documentation Meeting. Secretarial

Performs ACONEX processing activities for the Project Management Team; draft letter, draft design/documentation review.

Handling confidential correspondences such as Invoices and Payment certificates of the Organization.

Copying all incoming documents/letter for the Project Management Team and distribute.

Performs other administrative works or office duties as required by the Project Director or his delegate.

RENAISSANCE ENGINEERING CONSTRUCTION CO. (REC QATAR) – HBKJV May 2010-Present

Position: Technical Secretary cum Document Controller – Tender Department Duties and Responsibilities:

Secretarial / Documentation:

Manage and maintain all Project documents and tender projects (including time- critical correspondence to and from the Contractor and Client, oversight agencies and third parties) in accordance with Tender Department Team.

Develop and maintain a comprehensive document control system for all Project documents, which includes, at a minimum, the following capabilities: The document control, storage, and retrieval methods shall include the use of both hard copies and electronic records. The document control system shall include an electronic document management system with a file tracking system which allows Project team members to readily access all project documents. Electronic archive records shall be stored in optical character recognition Pdf format.

Control drawings, specification, design records, standards, procedures, correspondence, minutes of meetings and supplier documents, etc.

Document registration, control issue, copying, distribution and transmittal

Sensitive to time deadlines and ensure that work is accomplished in the time frames required and must be flexible and able to readily adapt to changing priorities.

Control, scanning, indexing, linking and distribution of documents. This includes internal to Port and external to project participants distribution of correspondence, technical submittals, project reports, Requests for Information, and contract plans and specifications.

Christina Mateo - Curriculum Vitae 2020

Plans, organizes, and implements systems for efficient document processing of all communications, supplier documents, design documents, construction documents or other internal or external documents. Coordinates the flow of documents between project operations, engineering disciplines, construction team, or other department groups.

Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.

Receives, tracks, and monitors documents to register documents, maintain databases, and produces logs, transmittals, and other reports as required. Initiates and replies to routine correspondence related to area of responsibility. Keeps abreast of department technologies, techniques and services relevant to area of responsibility. Works with other staff members as needed to develop and improve services. Responds to changing. Verifies retention requirements, arranges document cataloging, packing, and long-term storage or disposal of appropriate documents at time of closeout.

Manages scheduled destruction of archived documents according to company and/or Client guidelines; provides assistance with document retrieval. Assists junior document control staff to ensure effective implementation of project-specific procedures.

Expedites review, signature approval, and release of supplier and internally produced documents.

Performs other duties commensurate with functional level and responsibilities. Contribute as a team player who is deadline driven and works well with others. Logistics:

Preparation of inquiries to local and foreign suppliers for in behalf of Estimation Team

(Tender Department).

Prepare correspondence to be submitted to client / Contractors / Suppliers for Tender Stage.

Review offers from supplier pertain to request RFQ.

Monitor and collects original shipping documents & follow up all incoming / expected consignments.

Human Resources / Personnel:

Monitoring & Control of Employee Documents (Visa/ID Renewal, Passport Renewal, Maintain Employee files confidentially.)

Knowledgeable in arranging flight / hotel bookings for employees and managers. Others:

Monitoring and Control of ongoing projects, and visit site office whenever necessary REC-HBK JV

Project Title : BP#15 College of Media & Communication for QFEC Client : QATAR FOUNDATION EDUCATION CITY

Management Cons. : ASTAD

Consultant : Louis Berger

Prepare Pre-Qualification Documents requested by the client/consultant in order to obtain project approval.

Prepare report (Ongoing project) for CEO whenever necessary. BURHAN INTERNATIONAL CONSTRUCTION CO.

Sailyah Area Doha Qatar

November 2007 – 2010

Position: Secretary / Document Controller

Duties and Responsibilities:

Secretarial / Documentation:

Christina Mateo - Curriculum Vitae 2020

Responsible in document controlling, in which I am working with database systems in issuing and distributing all drawings and site correspondences to all suppliers, sub- contractors, consultant and project team members.

Responsible in ordering office supplies for the site office and the setup of office procedures.

Responsible in day-day activity report/weekly report.

To carry out all other functions required by the Resident Engineer from time to time in the capacity as an assistance.

Prepare reports for the Project Manager

Implement standard procedures for receiving, dispatching, distributing & filing of documents being handled in the section.

Filing/Storing and data maintenance in such a manner that Information should be available for all concerned persons at any time. Have introduced a latest numbering system in handling of shop drawings enabling easy reference of submission to Main Contractor/Consultant, approval status, resubmission, distribution (to related departments/sections) etc.

Handling an informative system of matrix for distribution of project correspondence, Inspection Requests, shop drawings, Engineer's comments/approvals on site clarifications, work notifications, document submittals, material submittals, area of access handovers, etc. etc…. developed by the project management. Maintaining a standard system of project filing (both manual and computerized), enabling easy reference of all project letters/documents instantly.

Updating, reviewing, compiling and preparing reports/statements of incoming/outgoing correspondence, all types of documents including Subcontractor approvals, Material approvals etc. and submitting to the top management as and when required.

Working with the QS Dept. to support for the take offs and estimation – Contracts Dept.

Ensure all hard and electronic copy distribution of controlled documents is in a central location.

Maintain documents for transmittal process for project documents Expedite and maintain acknowledgements to transmittals Expedite responses to transmittals sent for review/comment.

Manage the electronic and hard copy filing of project related technical documentation.

Scanning, creation of CD’s and file manipulation, Assure document quality to include completeness, accuracy and compliance with established procedures and updates

Establish duplication and copying for all documents; respond to requests.

Review records for accuracy and completeness; inform appropriate units of errors or omissions.

Ensure each section is maintaining and providing appropriate documents. ROAD ENGINEERING ASSOCIATION OF THE PHILIPPINES (REAP) Panay Ave. Quezon City

April 20, 2006 – January 2007

Position: Administrative Assistant

Duties and Responsibilities:

Administration / Documentation:

Filing of Documents

Encoding of various Documents

Assisting members and preparing of various letters for the conference.

Read and routes incoming mails.

Locates and attaches appropriate file to correspondence to be answered by the employee.

Prepares memorandum and correspondences

Organize and maintain filing system

Answers and screens telephone call, and arrange conference call.

Coordinates with managers for their schedule and appointments. Christina Mateo - Curriculum Vitae 2020

Receives and assists visitors.

Arranges and coordinates travel schedules and reservations.

Conducts research and compile, and type statistical reports.

Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meeting FIL AGRO RURAL BANK

January 2007- July 2007

Position: Teller/Bookkeeper

Duties and Responsibilities:

Accommodates savings and withdrawal transactions.

Receives bills payments.

Introduces and promotes services offered by the bank.

Builds harmonious and professional relationship with the customers/clients.

Attends and satisfies the needs of the customers/clients.

Performs other duties assigned by superiors.

Calculation of staff vacation pay and providing necessary information to personnel department for calculation of staff benefits.

Monitors Petty cash.

Supports higher management for any info needed for effective decision making EDUCATIONAL

BACKGROUND

Collegiate (2002 – 2006)

Bachelor of Arts in Mass-Communication Major in Journalism Centro Escolar University, Philippines

PERSONAL

PROFILE

Citizenship: Filipino

Date of birth: October 29, 1984

Age: 34

CHARACTER

REFERENCE

AVAILABLE UPON REQUEST

Contact this candidate