Document Controller Procurement Assistant
Resume:
Jonathan Bautista
Admin- Document Controller
Old Al Ghanim Street Doha Qatar •
adryb4@r.postjobfree.com • linkedin.com/in/jonathan-bautista •
OBJECTIVE
Admin – Document Controller / Call Centre / CMMS Operator / with 10+ years of experience preparing assembling facility reports, and maintaining the utmost confidentiality. Possess and expertise in Microsoft Excel. Looking to leverage my knowledge and experience into a role as Admin – Document Controller. / Kitchen Staff/ Attendant.
PROFESSIONAL EXPERIENCE
Como FMS – Doha, Qatar
Admin-Document Controller, Call Centre CMMS Operator November 2016 – Present
Como FMS -Project Assigned Site Heart Hospital HMC, Qatar
Admin-Document Controller, CMMS Operator December- 2021 Present
•Check and Submit the Preventive Maintenance Checklist & Corrective Checklist of our Supervisors and Respective Engineers if is duly signed and all PPM checklist is filled up properly. Check, also work order reference numbers is matching with the PPM checklist.
•Prepare Site inspection report from the data that was garnered by our supervisors and site Engineers and their respective technicians
•Prepare Discovery reports from the data that was garnered by our supervisors and site Engineers and their respective technicians
•Prepare a chart indicating the finished PPM schedule for the month.
•Record transmittal to respective log sheets reports sent to the client.
•Make sure that it is always stamped before sending it to the client.
•Copy and scan documents and store documents hard and soft copies.
•Create Work orders generated from HMC system Asset plus.
•Prepare Monthly report to be submitted to client HMC Heart Hospital
CMMS Operator Duties & Responsibilities:
•Manage large amounts of inbound calls in a timely manner
•Follow communication “scripts” when handling different topics
•Identify customers’ needs, clarify information, research every issue, and provide solutions and/or alternatives
•Seize opportunities to upsell products when they arise
•Build sustainable relationships and engage customers by taking the extra mile
•Keep records of all conversations in our CMMS Operator database in a comprehensible way.
Como FMS -Project Assigned Site Mwani Qatar Ports – Messaed, Qatar
Admin-Document Controller, Call Centre, January – 2021 to November 30 2021 Admin-Document Controller Duties & Responsibilities:
•Check and Submit the Preventive Maintenance Checklist & Corrective Checklist of our Supervisors and Respective Engineers if is duly signed and all PPM checklist is filled up properly. Check, also work order reference numbers is matching with the PPM checklist.
•Prepare Site inspection report from the data that was garnered by our supervisors and site Engineers and their respective technicians
•Prepare Discovery reports from the data that was garnered by our supervisors and site Engineers and their respective technicians
•Prepare a chart indicating the finished PPM schedule for the month.
•Record transmittal to respective log sheets reports sent to the client.
•Make sure that it is always stamped before sending it to the client.
•Copy and scan documents and store documents hard and soft copies.
Call Centre Duties & Responsibilities:
•Manage large amounts of inbound calls in a timely manner
•Follow communication “scripts” when handling different topics
•Identify customers’ needs, clarify information, research every issue, and provide solutions and/or alternatives
•Seize opportunities to upsell products when they arise
•Build sustainable relationships and engage customers by taking the extra mile
•Keep records of all conversations in our call center database in a comprehensible way.
Como FMS - Project Assigned Site Mandarin Oriental Hotel – Doha, Qatar Admin-Document Controller, HR Assistant May 2019 to December 2020 Admin Assistant Duties & Responsibilities:
•Answer phones and greet visitors
•Schedule appointments and maintain calendars
•Schedule and coordinate staff and other meetings
•Collate and distribute mail
•Prepare communications, such as memos, emails, invoices, reports, and other correspondence
•Write and edit documents from letters to reports and instructional documents
•Create and maintain filing systems, both electronic and physical
•Check our monthly invoice if it is correct and if their discrepancy coordinate with our main office Facility
•Manager to check it further before submitting the client for invoicing & preparation of our monthly payment.
Document Controller Duties & Responsibilities:
•Numbering & identification of documents
•Quality & compliance checks on documents
•Filing and organization of documents (both electronic and/or hard copies)
•Control over documentation modification, distribution, issuance (as per procedure) during its whole lifecycle
•Maintenance of a list (register) of applicable documents
•Distribution of documents to relevant people/organizations
•Progress reporting on the status of the document / maintaining KPIs (Key Performance Indicators)
•Checked & scanned and upload to client database system fire alarm daily testing monitoring checklist form submitted by firefighting subcontractor requirements by clients.
•Task also to review incoming documents & drawing like Operation and Maintenance Manual Drawings all disciplines give necessary comments if there are still modifications on documents that have been submitted to our client by the contractor.
•Prepared Documents and Drawing, Assets Log sheets
•Always ready to assist in-house and outside Hotel guests and clients with higher managements staffs, employees, and subcontractors as per requirements by the client and always give professional services and utmost satisfaction.
HR Assistant Duties & Responsibilities:
•Updating Staff Master File
•Updating/Sorting Staff Personal Documents (Hardcopy & Computer System)
•Leave Applications
•Preparing Termination & Resignation Letter
•Assist HR Supervisor with the hiring process
•Ticket Bookings
•Preparing letters or requesting service from staff.
•Preparing Service Termination Form for resigned and/or terminated staff
•Provides Payroll information
•Checking invoice details submittals every detail amount is correct before submitting to the client.
•Coordinate with Accounts Dept. (re Weekly & Monthly Timesheet and Timecard for all staff)
•Update Training Certificates and Log
•Manpower Allocation for Subcontractor
Roots Energy & Engineering Services W.L.L, Subsidiary of Tadmur Group
Project P003 Lusail Express way. Admin- Document Controller – August 2015 to September 2016 Document Controller Duties & Responsibilities -Prepare Material Submittal:
•Check Project requirements (Project scope).
•Check Compliance sheet for the proposed material against required material as per project requirement and project specification.
•Check Datasheets of proposed material.
•Check Compliance letters and certificates from vendor.
•Check related project specification.
•Check Related project drawings
•Prepare and submit transmittal:
•Record transmittal respective log sheet and be submitted to the consultant once signed off by a project manager or technical manager.
•Make sure always that it is stamped before forwarding to the receiver.
Siemens W.L.L Projects: GTC/488C 2012 (PHASE 11)
Phase 11 Substations – Package S2, S3, S7 Qatar Power Transmission System Expansion ET HS Projects Department Through Third Party Earth Smart .– Doha, Qatar – Document Controller, April 2014 – August 2015 Document Controller Duties & Responsibilities:
•Prepare and submit transmittal: prepare for shop drawing, material submittal,
•Inspection, request, Method statement including ITP & checklist pre-qualification letter and specification.
•Record transmittal respective log sheet and be submitted to the consultant once signed off by project manager or technical manager.
•Make sure always that it is stamped before forwarding it to the receiver.
•Support the project teams on all aspects of document control, as required;
•Manage and record the throughput of all project documentation from internal departments, clients, and suppliers; Compile reports as required by the project teams;
•Assist supply of documents for project requirements (mobilizations etc.);
•Work with Projects / internal groups to ensure as-built documentation is made available for review;
•Organize documentation for hard copies / CD etc;
•Work with others to get copying completed as required;
•Liaise with internal departments to ensure documents are produced in a timely manner and ensure good quality of documents; Liaise with vendors on any lateness/queries etc.
•Controlling all technical documentation, (hard copy and electronic) with respect to registering, numbering, archiving, and distribution.
•Handling intake, scanning, verification, and storing documents.
•Filing and archiving relevant documentation.
•Retrieving files for other employees and customers when needed.
•Designing templates for documents, file types, and document databases.
•Data Entry
Tashgeel Engineering Project Management & Services.
Project: Pearl Legacy Document Controller – Procurement Assistant January 2014 to April 2014. Procurement Assistant Duties & Responsibilities:
•Monitoring inventory stock includes observing whether the appropriate items have arrived and determining what needs to be reordered. Always aware of low supplies make purchase orders in advance of stock running out.
•Negotiate with Suppliers
•Negotiate work with suppliers to negotiate material and order costs, and compile cost reports for invoices. In cases, bargaining may be necessary to get the best rates possible. Resolve Order Problems
•Resolve if their issues arise with shipments or orders are incorrect or late, work with the supplier to resolve the issue. Build strong relationships with key contacts with companies, working with them closely to fix problems as quickly as possible.
•Update and File Records Perform inventory and administrative tasks like preparing and forwarding invoices, updating databases, filing, and organizing documents for accounts. Also provide additional administrative support for team members as needed.
Qualios General Contracting Project: Installation of Fibre optics for Ooredoo Qatar Client: Ericson Document Controller February 2013 to December 2013 Document Controller Duties & Responsibilities:
•Performs Edits on Documents Responsible for performing edits on documents before submitting them for approval in order to prevent specific forms of company documentation from being disqualified. This entails checking the documents
for typographical errors, misinformation, spelling, and punctuation errors that will result in a document's disqualification.
•Prepares Documents Early· To ensure that all documents are submitted to their pre-designated departments before the required submission date expires, a document controller must prepare these documents in a timely manner. The document controller will also supervise staff members as they compile the needed documentation regarding the submission of certain forms of documentation so that the documents can be prepared early.
•Manages Outgoing/Incoming Project Documents· As documentation regarding a company's major projects enters the outgoing phase, to manage all documents during this phase. This involves checking the documents to make sure all information regarding the project is up-to-date and factual. As incoming project documents arrive, reports for validation purposes as well.
•Keeps Track of All Records· Keeps track of all company records by looking through both hard files and computer database files on a regular basis. In the process of keeping track of any changes occurring with these highlights any type of document modifications so changes can be viewed by upper management personnel.
Urbacon Contracting Company UCC -- Office Assistant / Theme Park Operator February 2012 to February 2013.
Mark Trading & Contracting -- Business Development Officer December 2011 to February 2012
Cusina Filipina Restaurant -- Part time Kitchen Helper May to July 2013.
EDUCATION ADDITIONAL SKILLS
UNIVERSITY of Baguio– Baguio City, Philippines Microsoft Office, with a focus on Excel BSC Business Management, 4th Year Level, 1995
Under Graduate
•Data organizing skills
•Attention to details
•Knowledge of ISO 9001 Document Control Procedure
•Proficient typing and editing skills
•Knowledge in use of spreadsheets, database, word processing and selected job specific software.
•Ability to keep clear and accurate records and reports.
•Ability to use computer and rapidly input data and retrieve records and information.
•Ability to organize workload and to manage a filing methods and management technique
•Good Communication skills
•Experience in using Electronic Document
Management Systems (EDMS)
•With Proven work experience as a Document
Controller & similar role
•Familiarity with project management
•Basic knowledge of labour and corporate law
•I have Hands-on experience with MS Office and MS Excel.
•Proficient typing and editing skills
•Data organization skills
•Attention to details
I HEREBY CERTIFY THAT THE ABOVE-MENTIONED STATEMENT IS CORRECT &TRUE TO THE BEST OF MY KNOWLEDGE & BELIEF.
Best regards,
Jonathan P. Bautista
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