Manager Service

Hyda Dale M. Reyes

Al Barsha *, Dubai

United Arab Emirates

Contact Number:+971*********

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

PROCUREMENT ADMIN SUPPORT/BUILDING COORDINATOR/BACK OFFICE SUPPORT ADMIN PROFILE

Procurement Administrative Support/Building Coordinator Professional Offering versatile office management skills and proficiency in Microsoft Office programs. Strong planner and problem solver who readily adapts to change, works independently and exceeds expectations. Able to juggle multiple priorities and meet tight deadlines without compromising quality. EDUCATION

Central Philippine University

Associate in Health Science Education-Nursing Care 2003-2007

KEY SKILLS

Office Skills

● Efficient Communication Skills

● Office Management

● Records Management

● Database Administration

● Spreadsheets/Reports

● Event Management

● Calendaring

● Front desk reception

● Executive support

Computer Skills

● MS Word

● MS Excel

● MS Outlook

EXPERIENCE

Building Coordinator cum Procurement Admin

Strata Global Owners Association Management

September 2018 - June 2020

BUILDING COORDINATOR AT THE 118 DOWNTOWN (LUXURY TOWER)

● Accountable for the incoming and outgoing emails mainly for escalation of the subject matter to the desired person internal/external team.

● Taking accountability in keeping confidentiality information of our management and all residents at all times

● Taking actions for any request/concerns from residents/guests and appoint certain requests/concerns to the onsite FM team or with service providers accordingly

● Coordinate with the resident/guests on their most convenient time possible for the onsite team/service providers to do inspection

● Revert back an update by sending out quotations from technical team or such works needed an approval to proceed - always provide our residents an update with the work progress of their requests/concerns thru verbal communication and via email as well

● Tracking out corresponding Daily Handover Report in taking and handing over work shifting as per schedule

● Updating through all pending existing jobs and take further actions to close out the issues

● Timely coordination in advance to ensure with the service providers on their Weekly/Monthly/Quarterly visits to be done as per agreed contracts accordingly

● Daily inspection with the onsite team/IFM team onsite accordingly as per scheduled works

● Preparing monthly report as per KPI scores of service providers in satisfactory level to proceed with the payment approval processing

● Preparing Payment Approval Forms upon receipt of invoices from service providers prior to Line Manager’s approval proceeding to accounts department processing

● Monitoring and maintaining pantry supplies for staffs and guests at all times

● Keeping petty cash flow updated

● Keeping Booking Forms updated for facilities to use - like Meeting Room/Treatment Room/Sauna Room as per resident’s request

● Keeping security team alert to give smooth entry access for incoming prospect buyers in viewing the apartments as per developer’s advise - assists the guests to furnished and unfurnished available units for viewing and relay informative information like the services we provide and maintain the building, the unit type in comparison with the different type, sq. m areas of penthouse and duplex unit, numbers of bedrooms and showing them around the entire areas as well as the common areas in the building

● Keeping the viewing list updated and send report to the developer in weekly basis

● Keeping record of housekeeping team in cleaning designated units in daily basis and send out daily report to the developer

● Keeping all documentation to fill up and keep in file for service reports after completion works of service providers, moving in/out of tenants/owners respectively - keeping in file of residents’ documentations for records and legal purposes and also handing over of keys to new tenants/owners

● Keeping in file of all service providers existing contracts

● Keeping keys safely and keeping record for in/out every time the onsite team needed to inside apartments and common building facilities as required for such approved works for PPM and complaints

PROCUREMENT ADMIN SUPPORT (MAIN OFFICE)

● Keeping all records of previous and existing service providers contracts of all project building sites

● Obtaining and Chasing required numbers of quotations as per RERA requirement in line with the budget amount as per project building requirements

● Drafting commercial summary of all obtained quotation for Line Managers review - once finalized to draft the contract as per company letter head

● Obtain required quotations from procurement service providers list as per building project requirement - once approved, to draft Memo To Board for approval - once approved to proceed issuance of Work Order to the service providers to coordinate onsite urgently to mobilize their team to proceed with their work

● Adding up in BC Max/Doc Max for Work Orders vendors list for newly registered vendors to keep the system updated prior to issue work orders accordingly

● Ensure updated required documents of service providers such as Trade License, Third Party Liability, Workmen Compensation, Managers listed in TL supporting documents (Emirates ID, Passport Copy and Visa page copy) are available prior to contracts signatories, filing, records and legal purposes

● Timely checking of expiring documents and notify service providers to provide updated documents once available

● Follow up pending required documents

● Making outgoing calls from time to time for pending quotation and no feedback emails sent to service providers

● Accountable in taking signatures from procurement department - accounts department - community manager - management department and to CEO final signatory, once done - to send out copies to service providers thru email might as well to collect hard copies from the office

● Keeping in file records of all existing and previous contracts as per approved services of each project buildings

● In assistance for any payment queries in line with issued work orders once service providers are following up for their completed jobs

● Keeping record of company profiles/brochures received from admin emails and register their details in master file

Facilities Administrator/Accounts Assistant

MKO Facilities Management LLC – (May 30, 2017 – September 10, 2018) Marina Crown Building, Dubai Marina

● Accountable for the incoming and outgoing emails on a daily basis. For maintenance issues – follow up with the maintenance team and proper coordination with the supervisor in-charge as per project site concerns. Give feedback and follow up with the clients regarding updated status of services requested

● Drafting quotations and sending out to client’s as per manager’s request.

● Drafting notices of scheduled maintenance services or any emergency occurrence onsite

● Controlling incoming and outgoing documents for third party, sub-contractors and clients’ documentation

● Keeping track of filing records of all staff, clients’ and sub-contractor’s documentations

● Inform the maintenance team for the paid/approved quotations as per scope of work for them to confirm their schedule and proceed with the works as per scope quoted

● Inform the tenant for the confirmed schedule and as per their availability to access their designated units for the works needed to be done

● For any circumstances re schedule changes, inform the client right away and ask for their availability to reschedule the works

● Issuance of service providers approved cheques and keeping receipts, cheque copy and ID copy to hand-over with the accounts officer

● Keeping track of all accounts filing records

● Draft AMC contracts of all project sites, once approved by GM and signed and stamped by company’s higher management, send out contracts to clients in a timely manner

● Keeping record of all clients’ annual maintenance contracts; drafting clients’ annual maintenance contracts as per managers advise

● Keeping records of maintenance enquiries and sending out daily report to the manager on a daily basis

● Preparing and sending out renewal letters to all clients for annual maintenance contracts

● Maintaining pantry needs of the office at all times

● Maintaining office supplies and overseeing the store cleanliness and organize all materials on a weekly basis

● Responsible with the activation or deactivation of access cards in the access control systems of parking and facilities cards of all project sites

● Coordination with building guards for any parking issues and emergency issues concerning fire alarms/ lift malfunctions etc. and send out report to the supervisor for further actions

● Send out all outstanding approved and pending works/services to GM for further assessment to generate monthly reports

Ecovert FM Qatar – Al Mirqab FM Qatar

2011 – 2015

Facilities Administrator

● Generate work order via CAFM web and disseminate to each trade

● Making calls to clients for their date and time availability and providing them update with their requests accordingly

● Daily checking of Report sent by Helpdesk. Updating the completed and pending work orders in CAFM explorer and CAFM web.

● Participate in toolbox talk every morning.

● Monthly and Bi-weekly meeting with client with operations management.

● Drafting Minutes of the Meeting.

● Gathering update regarding pending updates.

● Preparing a monthly report onsite.

● Accessing HRMS in relations to timesheet, shift planner, overtime.

● Modification and submission of shift monthly planner as scheduled in the HRMS system.

● Preparing all the HR documents concerning staff requests.

● Arranging materials and visitors pass for security guards usage.

● Checking and monitoring of moving In/Out of Tenants in Compounds, Villas and Residential Towers.

● Coordinating access of external contractors.

● Catering queries for walk in clients (Residential Towers).

● Drafting notices, letters as per work to be done on site.

● Extracting work orders and distributing to the MEP team.

● Monitoring staff tracker, leave tracker, and probationary staff.

● Supporting Line Managers in any related activities, documents required by the Client, tenants and contractors.

● Preparing and updating organizational charts and sending them to clients.

● Coordinating with external contractors with regards to schedule and complaints.

● In charge of calls, emails and work orders audits.

● Filing and scanning documents of both internal and external works onsite. Procurement Assistant

● Tracking of materials delivery and pending requests of all project sites.

● Daily follow up with suppliers’ quotations and materials availability.

● Providing definite information to Line Manager’s onsite for the delivery date of materials needed.

● Weekly and Monthly operations meeting with Line Managers’ and onsite team..

● Encoding PO via SAGE system and taking signatory of the General Manager.

● Chasing suppliers for up to date delivery at main store and onsite stores.

● Encoding pending materials requests and reverts to onsite team with updates.

● Emailing and calling suppliers for delivery once PO has been made. Trainings:

● Customer Service

● CAFM Training/ Call Logs and Logging of Work Request PERSONAL DATA

Age: 33 yrs old

Date of birth: October 18, 1986

Gender: Female

Civil Status: Single

Nationality: Filipino

Religion: Christian

Present Address: Al Barsha 1 Dubai UAE

Passport No: EC8195027

Date of Issue: January 31, 2016

Valid Until: June 30, 2021

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