Manager Document Control
Resume:
JOSEPHINE AYCARDO –DOCUMENT CONTROLLER
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Josephine L. Aycardo
Document Controller
*********.***********@*****.***
*******@*****.***
Years of Experience: 22 years
Education:
BS Commerce Major in Management, San
Sebastian College – Recoletos, Manila,
Philippines, 1998
Software Skills:
ACONEX System
MS Office tools
Deltek VISION
Summary of Employment Record:
Date : May 2014 to Present
Company : Transpo Group – Abu Dhabi UAE
Position : Project Administrator / Secretary
and Document Controller
Date : Apr 2007 - May 2014
Company : Ewan Architectural and
Engineering Consultancy,
Abu Dhabi UAE
Position : Project Administrator and
Secretary
Date : Oct 2004 - Mar 2007
Company : Abu Dhabi Cooperative Society,
Abu Dhabi, UAE
Position : Secretary
Date : Apr 1999 - Jan 2004
Company : Mercury Drug Corporation
Philippines
Position : Secretary
Date : Apr 1998 - Nov 1998
Company : San Miguel Corporation,
Philippines
Position : Secretary
Language:
English – Excellent in speaking, reading, and
writing
Tagalog –Excellent in speaking, reading and
writing
I have strong analytical skills, excellent communication, organizational, document and management and record keeping. I am highly motivated with good sense of humor, sense of responsibility, hardworking, goal-oriented, self-starter, fast learner and an achiever.
I can handle pressure with minimum supervision in a busy working environment with proven strong interpersonal skills and can easily adapt to different cultures and environments.
With 22 years of work experience in office and project site-based work local and international as Project administrator / Secretary and Document control, I have built my personal and professional skills to become stronger in terms of analytical, communication, organizational, administrative role and documentations using ACONEX system which is part of Oracle’s construction and engineering cloud platforms, MS office tools and Deltek vision software's. SUMMARY OF LOCAL AND INTERNATIONAL WORK EXPERIENCE Transpo Group, Abu Dhabi UAE – June 2014 up to present Construction Supervision Services for Al Ain ITS Infrastructure Project
(2017 – 2020)
The Abu Dhabi Department of Transport (DoT) assigned Transpo Group to supervise the deployment of an integrated ITS infrastructure in city of Al Ain and its vicinity, which will include providing centralized monitoring and control of Intelligent Transportation System (ITS), field equipment and provide a network platform for future expansions to support the deployment of additional ITS applications and I am designated as the Project Administrator and Secretary/Document Controller for the project.
Construction Supervision Services for Design and Build of Urban / Inter- Urban Traffic Management and Control Systems (2014 – 2017) This Project represents an important element of the approved ITS
(Intelligent Transportation System) Strategy and Program which was developed for Abu Dhabi Emirate. UTC (Urban Traffic Control) is a system that semi-automatically controls and adjusts traffic signal timings. The principal objective of the UTC Project is to procure the design and implementation of a revised and upgrading the UTC system for Abu Dhabi island. I am designated as the Project Administrator, Secretary and Document Controller using ACONEX system in the project. Overall Project Administrator, Secretary and document control functions required to support Transpo projects.
Provides assistance to Project Coordinator to bids/proposals preparation and forms used for proposals as well as formatting CVs, preparing requirements for Pre-qualifications; Run reports and monitoring staff timesheets through Deltek Vision. With vast experience in construction site-based work, assigned to support the Project Manager in all the administrative, secretarial and document control work such as; drafting letters, internal & external emails communication, taking minutes of meeting (MoM), preparing and monitoring staff timesheets, leave forms, sick leave, invoicing, JOSEPHINE AYCARDO –DOCUMENT CONTROLLER
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Training Attended:
Business Writing Skills Course – October
15 & 22, 2016
Arabic Language Training Course – January
17 – March 6, 2016
UTC & SCOOT for System Operators and
Managers Training – March 22-29, 2015
Deltek Vision Time Keeping Sessions –
May, 2019
budgeting; contract specifications and BoQ’s, preparing and review of invoices to be submitted to the client.
Control the issuance of letters and documents, maintain and update register log of all documents such as; Shop drawings, As-built drawings, Material submittal, NOC and Permits, Site Visit Report, Daily site report, Delivery note, Incident report, Method of Statement
(MoS), monthly reports, Project Program, Site inspection form (SIR), Material inspection form (MIR), Request for Approval (RFA), Request for Information (RFI), Manuals, Site Acceptance Test (SAT), Factory Acceptance Test (FAT).
Receive, stamp, log all incoming and outgoing documentations in timely manner. Uploading, downloading, sending and distributing the documents through ACONEX system.
Produce report from document control register and update the project team for all the pending works for their actions. Manage the filing of Hard/soft copies of project documentation in chronological way.
Perform file backup to ensure proper storage and archiving of project documents and coordinate with IT.
Preparing, updating, monitoring and sending Risk Register, Project Management Plan, Quality Management Plan in coordination with the Project Manager and ad hoc job.
Preparing project close-out documents to be handed over to the client.
Ewan Architectural and Engineering Consultancy, Abu Dhabi, UAE April 2007 – May 2014
Presidential Palace, Ras Al Akhdar
The new Presidential Palace in Abu Dhabi is a landmark project that underlines the Emirates role as a leader within both the UAE and the GCC and is located on the Ras Al Akhdar peninsula, adjacent to the Emirates Palace Hotel. The new Presidential Palace is an architecturally breath- taking national symbol for the UAE in general. Allowing traditional and modern design to exist in harmony allows the Presidential Palace to be a source of pride for all the people of the UAE. I am designated as Project Administrator and Secretary in this project.
Project administrative functions to support Project Director in managing his daily schedule, screening of emails to be distributed, for follow ups and for actions, implementing office rules, supervising Document Control Staff, Assistant Doc. Controllers, Office Clerks, Office boys and drivers; Preparing payroll, timesheets, cross checking of all subconsultant invoices, handling project petty cash, monitoring and inventory of office supplies and pantry supplies; Scheduling of meetings, presentations, local and international site visit, booking of hotels and arranging of flight schedules; Taking minutes, drafting and distributing to all participants; Assist staff requests of documents in coordination with HR, PRO and Accounts Manager; Assist Project Director and Quality Manager in screening of applicant CV’s and arranging for interviews; Assist Quantity Surveyor Manager in preparing contract documents to evaluate claims, invoices and payments; Preparing, drafting letters and respond to emails Receiving, stamping, registering, Uploading, downloading and distributing of correspondence, contract documents, BOQ, Specifications, Payments, invoices, claims etc. using ACONEX system; JOSEPHINE AYCARDO –DOCUMENT CONTROLLER
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Josephine L. Aycardo
Document Controller
Responsible in safe keeping of all contracts and confidential documents and letters.
Maintain a comprehensive register log of all final submittals and other site documentation in an organized and user-friendly manner to facilitate with retrieval of documents.
Abu Dhabi Cooperative Society, Abu Dhabi, UAE Oct 2004 – Mar 2007 Secretarial functions to support Branch Manager in preparing letters, transmittal, day to day report, voucher, sales invoice, receipts, memos, customer complaints, customer claims report, assist shift supervisor in calling the attention of staff and customers using paging system, attending incoming and outgoing calls. customer’s inquiries and complaints and direct it to the Branch Manager and Supervisor if necessary and Do any other related jobs/ tasks as assigned by the Branch Manager and Supervisor.
Mercury Drug Corporation, Philippines Apr 1999 – Jan 2004 Secretarial functions to assist Branch Manager and Supervisors in drafting letters and memos; prepares branch sales reports, bank transfer of fund, sales deposit memo, stock inventory report, LPO, Delivery order, Keeping and filing of various files and reports, prepares attendance sheet and leave plan in a chronological manner. Answering telephones calls, handles money, stock shelves list, and perform other clerical and administrative job as maybe assigned by the Manager and Supervisors.
San Miguel Corporation, Philippines Apr 1998 – Nov 1998 Secretarial/clerical functions to support Supervisor Deliver various office memos to corresponding persons and department. Filing/sorting of stock certificates and assist clients in claiming their stock certificates. Handling incoming and outgoing calls and Perform secretarial/clerical job that maybe assigned.
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