Document Controller

* * * * * ( C u r r i c u l u m V i t a e o f J o c e l y n H . M u l i )

Jocelyn H. Muli

Email: ********@*****.*** Dubai, United Arab Emirates Mob. No. 009***-***-****

OBJECTIVE

Desire a position as an Administrative Officer / Document Controller at your prestigious company where my exceptional ability to prioritize, organize, and effectively communicate with all levels of staff will be valuable in providing outstanding administrative support to the company’s management personnel. Core Competencies

- Strong organizational and time management abilities.

- Competent in the use and navigation of Microsoft Applications (Microsoft Word, Microsoft Excel, Microsoft PowerPoint, etc) Internet Explorer & Outlook. Proficient typing skills

- Data organization and storage knowledge

- Familiar with the methodology and procedures of document management

- Excellent in written and oral communications.

- Flexible and versatile - able to maintain a sense of humor under pressure.

- Ability to work under pressure and coordinate numerous activities and groups of people who need to cooperate to achieve maximum efficiency.

- Willingness to accept responsibility and make decisions.

- Management skills in handling people and ability to manage subcontractors.

- Poised and competent with demonstrated ability to easily transcend cultural differences.

- Ability to fault find and solve problems.

- Deep sense of responsibility and good work ethics TOTAL GULF EXPERIENCE: - 15 YEARS progressive professional experience in so many work aspects like Admin Secretary / Document Controller, Project Secretary and Materials Purchaser. I directly involve in Project management system, Facility management system, and Administrative managing system. GULF PROFESSIONAL EXPERIENCE

Summary of Work Experience:

More than twelve (12) years of credible experience related to the Construction & Civil Engineering industry in Dubai & Abu Dhabi as an Admin Secretary / Document Controller / Project Secretary, handles project related various documents.

Processes project documents, drawings and electronic files, scans documents and enter documents into document repository software, distribute documents as per documents control guidelines. Files documents and maintains project electronic and hard copy files. Perform a variety of administrative and clerical tasks.

Al Rostamani Pegel LLC – Dubai, UAE

April 27, 2015 – July 31, 2020

1) Administration Department (May 1, 2018 to July 31, 2020) Admin Secretary / Document Controller

Provides support to our managers and employees, assisting in daily office needs and perform a variety of administrative and clerical tasks. Ensure that all interactions between the organization and others are positive and productive. Duties:

Checks pettycash replenishment requests from sites and ensures that disbursements are within the acceptable standard. Prepares analysis and submits to concerned manager for necessary action as required. 2 P a g e ( C u r r i c u l u m V i t a e o f J o c e l y n H . M u l i )

Maintains record of lease agreements, monitors expiration and renewal dates. Coordinates with concerned staff and landlord for renewal as required.

Monitors and checks the following expenses and ensures that consumption are within the budget or standards set:

telephone / mobile, internet / IT bills, sewerage bills, diesel / fuel consumption, stationery and office supplies

Develops and maintains efficient inventory systems for stationery and office supplies, furniture and equipment.

Coordinates maintenance and upkeep of head office, including cleaning, utilities, pest control, fire alarm etc.

Handles and addresses the following requirements of the labour camps:

contracts (including sewage removal, pest control, fire alarm, water tank cleaning, water testing, central gas system / LPG & grease trap cleaning )

Prepares and submit expense summary reports (DEWA, SEWA, Salik, ENOC, Telephone / Mobile / Internet)

Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

Prepare LPO and Service Entry Sheet for all admin purchase requirements and outsource staff using SAP system

2) Fitout / Refurbishment Division (April 27, 2015 to April 30, 2018) Document Controller / Secretary

Responsible for controlling the numbering, filing, sorting and retrieval of electronically stored or hard copy documentation produced by technical teams, projects or departments in a timely, accurate and efficient manner. Duties:

Receiving and date stamping of all incoming and hand delivered or messenger delivered correspondence, materials, plans, drawings and submittals.

Coding all incoming and outgoing correspondence using company filing system to ensure documents are properly placed in the Master File.

Sending enquiries and preparing BOQ (bill of quantity).

Preparing tender submission and prequalification.

Preparing LPO (Local Purchase Order), GRN (Goods Receipt Note), & SES

(Service Entry Sheet) using SAP system.

Preparing bid summary / price comparison sheet

Preparing Payment Application & Subcontractor’s Payment Certificate

Preparing and submitting submittals punctually and with quality / presentable;

- Prequalification, Material & Technical Submittal, Shop Drawings, As Built Drawings, Method Statement

Preparing summary of accounts of petty cash vouchers for reimbursements.

Updating the Master Log

Al Arabia Electromechanical LLC (subsidiary of Juma Al Majid Group) - Dubai, UAE May 2008 to –April 25, 2015

Document Controller / Secretary

Duties:

Receiving and date stamping of all incoming and hand delivered or messenger delivered correspondence, materials, plans, drawings and submittals.

Identifying and issuing a log to all incoming and outgoing correspondence before entering it in the appropriate log of the document tracking system.

Submitting the following documents punctually and with quality/ presentable:-

- Material Submittal, Drawings (Shop Drawing & As Built Drawing), Method Statement, Reports (Daily, Weekly and Monthly Reports), Operation & Maintenance Manual

Scanning of all important documentation and liaising with external reprographics company.

Custodianship of all original documents in a Master File until can be boxed and transferred for long term storage.

Receiving telephone and email inquiries. Coordinating with the respective staff and Project Manager to make outgoing letter and maintain/ keep in proper filing. 3 P a g e ( C u r r i c u l u m V i t a e o f J o c e l y n H . M u l i )

Liaise for all incoming visitors in the office.

Liaise for all admin functions (staffs files and records, office supplies, making memos and correspondence)

Manage post, courier and fax, mail services in accordance with service level agreements

Preparing summary of accounts of petty cash vouchers for reimbursements.

Ensures knowledge of staff whereabouts and maintains accurate and complete sign- in/sign-out procedures for on-site staff.

Process replies on own initiative or from Managers’ dictation or notes.

Arranging appointments for Project Manager.

Projects Involved are as Detailed below:

Estimation Department (Juma Al Majid Head Office)

Date: February, 2015 to April 25, 2015

Four Star Hotel On Plot No: C-003-001 At Tecom, Dubai Date: June, 2014 to February 2015

Mega Distribution Center & Frozen Bakery on Plot P-11, Al Wathba North, Abu Dhabi Date: October, 2012 to June, 2014

B2B Offices Building, Between Two Bridges Plot No. P3-B, Abu Dhabi Date: January, 2011 to September 2012

3B + G1 + 9 Storey Ibis Hotel and Offices – DM.P 124-255, Al Rigga Road, Deira, Dubai. Date: February, 2009 to December 2010

Ibis and Novotel Hotel, Port Saeed, Dubai

Date: May, 2008 to February 2009

Delice Sweets Co., Dubai, UAE

February 2005 – May 2007

Sales Counter cum Receptionist

Duties:

Ensures that the needs of the customer are given in careful, politely and efficient way.

Attends to customer demands if any or complain if any.

Ordering and receiving good quality of stocks.

Sending Daily Sales Report to the head office every end of the day.

Issuing credit notes / deposits / sales order to our customer.

Deposit cash sales to the banks.

Weekly implementation of inventory control system to eliminate stock loss.

Greetings the customer passionately with a smile. ACADEMIC QUALIFICATIONS, CERTIFICATIONS & TRAINING COURSES HR & Admin Basic & Intermediate

Filipino Institute, Dubai, United Arab Emirates

Oct. 18, 2019 – Nov. 29, 2019 (18 hours) - Basic

March 6, 2020 – April 3, 2020 (18 hours) - Intermediate Bachelor of Elementary Education (specialization in math) New Era University, Diliman, Quezon City, Philippines 2001 – 2003

Computer Programming

STI College, Balanga, Bataan, Philippines

1996 – 1998

PERSONAL DETAILS

Date of Birth : 12th August 1978

Nationality : Filipino

Visa Status : Employment

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