SUMMARY

Hardworking Project Administrator/Secretary, familiar with multi-line

telephone systems and multiple communications tools. Passionate about business success and successful at supporting all staff and customer needs. Talented secretarial professional delivering quality clerical support in fast- paced office environments. Methodical in task planning and completion for prompt, reliable administration assistance. Positive and proactive to meet evolving business needs. Organized Secretary brings attention to detail, time management abilities and multitasking expertise honed through diverse clerical assignments. Offers strengths in maintaining professional reception spaces, coordinating correspondence, and arranging meetings. Works well independently to support team needs. Qualified Document Controller with extensive background in advanced management processes. Utilizes superior communication skills to build meaningful, trusting relationships that exceed client demands. Highly skilled project manager with outstanding team leadership abilities to meet targets consistently. Adaptable Administrative Assistant with extensive experience providing first-class results. Meets job demands and deadlines through diligent work-ethic and dedication to quality. Producing quality outcomes through leadership and team motivation. Works with clients to determine requirements and provide excellent service.

Erna

Wijayanti

PROFILE

+62-822********

+968-********

Villa Pesona Asri

Block A10/15,

Batam, Kepulauan

Riau. 29464

Indonesia

advplu@r.postjobfree.com

WORK EXPERIENCE

SAIPEM. S.p.A - OQ8 Refinery project – Duqm Oman

Technical Secretary [Client Service]

[1st Feb 2020] – [30th Dec 2022]

Manage and responsible of secretarial duties and overall administration and technical support to IPMT / PMC report to General Manager.

Business travel management for International and domestic trip, accommodation to arrange use Travel management tool.

Rotation and business travel Calendar to create schedule

Tracking approvals to ensure that travel has been authorized by the right people.

Meeting agenda organized via MS Team and offline between Contractor and stack holder company and follow up Minute of Meeting to get fully approval to distribute in timely manner

Assist the Cost Control to review documents submission from Contractor related monitoring project budget and follow up to get fully approval.

Streamlined Invoices / Payment Milestone Certificate to follow up fully signed and to be returned to Contractor.

Contract management to ensure the implementation fully satisfy the cost recovery & compliance requirement.

Fix the draft Correspondence letter to assist Contract Manager, registered in log sheet incoming & outgoing letter and keep on tracked.

Expenses claims/reimbursement arrangement for travel and any business-related project

https://www.linkedin.com/in

/erna-wijaya-60b6b82b/

Organization:

Secretary-Administrative

Association Indonesia

International Association

of Administrative

Professionals (IAAP)

SKILLS:

Contract Documents

Problem Solving

Excellent interpersonal

skills

Excellent Communication

skills, both written & oral

Excellent organizational

skills

Time management and

ability to multitask

Initiative & Flexibility

ICT PROFESIONALS:

MS Office:

MS Word

Intermediate level

MS Excel

Intermediate level

Power Point

Intermediate level

MS Outlook

Intermediate level

Share Point Expert

level

Microsoft Project

Basic

Visio Expert

APPLICATIONS:

SAP-ERP

Intermediate level

E-room

Intermediate level

Aconex Expert

level

Support Procurement department for all document submitted from Contractor and Vendors to be review as per contract tendering Company procedure requirement

Emergency responding and problem solving

Assist prepared technical documents TQ, RFI, VO, to be follow up to get fully approval.

Maintaining data base and filing system via Aconex. CHYIODA-SAIPEM-TRIPATRA-SAE Joint Operation

LNG TEP3 - BP Tangguh Project - Papua, Indonesia

Site Project Secretary

[30th July 2018] – [30th Jun 2019]

Provide a full range of secretarial duties and overall administration support to PMT and report to Construction Director & Project Director.

Meeting Calendar arrangement between Company,

Contractor, Sub-contractors and Vendors via MS Team or offline. Attend taking Minute of Meeting and distribute on timely manner

Correspondence letter incoming & outgoing registration and keep on tracked

Business travel management for International and domestic use Travel management tool.

Tracking approvals to ensure that travel has been authorized by the right people.

Rotation arrangement to be created schedule

Expenses claims arrangement for business travel as per Company policy

Updating PMT Organization Chart be-weekly with Visio

Support on boarding of new starters, desk and IT set-up requisition.

Assist to Department Manager to compile Department’s Annual Budget

Maintaining database and filing systems via CMMS

Technical administration support to PMT and team building

Stationary requisitions and controlled for each department used

INDAH KIAT (SINARMAS) Pulp & Paper

Converter & Folding Box Board project – Karawang Indonesia Project Secretary

[ 20th Mar 2017] – [27th July 2018]

Travel Plan Management for International & domestic trip, through SAP system.

Accommodation to arrange and transportation provided

Tracking approvals to ensure that travel has been authorized by the right people.

Provide full arrange secretarial and general administration to support project team

Meeting Calendar arrangement between Company,

Contractor, Sub-contractors and Vendors via MS Team or offline. Attend taking Minute of Meeting and distribute on timely manner.

Share Point Expert

level

MS Team Expert

level

CMMS Expert

level

Expenses claim arrangement for business travel as per Company policy

Rotation calendar project team and create schedule

Support follow up related Material Requisition via SAP-ERP System to get approval

Follow up VISA and legal documents Expatriates and liaise with Legal Department

Support to complete Department contract tendering process as per Company Procurement requirements

Project Quality plans and QA procedures edit related contractual obligations.

Assist to prepared CAPEX and Budget Performance, follow up to get fully approval and processing via SAP system

Emergency responding and problem solving as well.

Legal documents Expatriates Visa and permit work to be ensure Valid date before travel.

YINSON PRODUCTION, Pte, Ltd

FPSO GHANA TOPSIDE MODULE project – Indonesia & Singapore. Sr.Document Control & Admin Officer (Representative)

[15th Jul 2015] – [27th Dec 2016]

Dispatch & registered documents and drawings are received, verified, processed, registered, distributed, and tracked in accordance with Document Control procedures, approved distribution matrices.

Assist engineering to rectify an error on the part of the cover drawings native – Structure & Piping.

Supported Engineers all discipline to fix review procedures

(edited) and drawings to ensure the Company comments are in appropriate by Contractor for the next revision.

Maintain and storage all documents via E-room systems.

Prepare, file, and distribute all project

documentations/drawings and correspondence for EPC Contractors

Ensuring all documentation meets formal requirements and required standards

Business travel management for International and domestic trip, accommodation provided and transportation

arrangement

Tracking approvals to ensure that travel has been authorized by the right people.

General Secretarial duty and administration supported PMT

Emergency responding and problem solving

Expenses / reimbursement for business travel and other matter related project

Visa, Permit work and KITAS for Expatriates as legal documents to be ensure is valid included taxes payment, use Agency SIEMENS FABRICATION

FPSO P76 Project Petrobras Brasil

Batam, Indonesia

Project Administrator & Document Control

[1st Aug 2014] – [14th Jul 2015]

Receiving all documents related Document Control and Technical documents, drawings and distribute to all participants member in soft copy and hard copy.

Established for all Sub-contractors to proper arrange Inspection

(RFI) daily and ensure Company and Third party witnessed as well.

Streamlined submission all documents to get Third party & Company approval.

Ensure documents are distribute at key times to facilitate timely project completion.

Verified RFI documents and ensure attachments in proper manner to get Company approval.

Assist QC Documents traceability for Structure and Piping tracked in proper filing.

Travel Plan Management for Expatriates, accommodation to provide and transportation

Rotation calendar to create schedule for PMT

Support to Department Manager to compile Department’s Annual Budget

Reimbursement and payment process to control

General admin to support project team

GLOBAL PROCESS SYSTEM

FPSO LAMSON Project – PetroChina Vietnams

FPSO BUKIT TUA Project – Indonesia

Mechanical Completion Assistant

[9th Apr 2013] – [9th May 2014]

Responsible to prepare ITR's and Sub system templates to be ensure all attachment documents required for all disciplines and Sub system in proper manner.

Verified attachment each ITR's documents. P&ID drawings, Isometric, Layout, Block Diagram, Termination, Data sheet, Cable Schedule, Hook Up drawing and Test pack report as well.

Submission and transmitted all ITR's to get Company approvals.

Register Log sheet all ITR's discipline, scanned and uploaded to storage in the PIM system.

Filing all ITR's fully approval in proper manner and Certificate each Sub-system to be prepared as MC dossier.

Punch list register and follow up close out status. BAMINDO (Manpower Supply)

ALWASIT Project SAIPEM KARIMUN, Indonesia

Administrator (Recruiter)

[5th Jun 2012] – [15th Oct 2012]

Sourcing and recruitment process to found qualified candidate as per Client requirement

Prepare Accounting Cash Flow Report to Project Manager

Staff mobilization and demobilization arrangement to site

Travel Plan Management and Accommodation to provide all workers, transportation coordinator, meal included

Budget Performance Report Management

Prepare and process payroll to ensure accurate and timely payment of salary.

Prepared Invoicing to submitted to Client and follow up

Submission of proposal of Disbursement from funds from the landers

General Administration supported to all manpower as Uniform and PPE as per Company standard requirement.

Emergency responding and problem solving

PREMIER OIL-Heavy Logistic

Supply Chains shipment – Natuna, Indonesia

Administrator (Document Control)

[21st Apr 2011] – [15th Oct 2011]

Liaise with Agency for prepared Shipping documents export & import

Follow up materials import documents to all Premier Projects at Natuna field

Published and follow up and correction Invoices receive from Contractors and other parties to responsible company reviewed to get approval

Taken Minutes of Meeting with Contractor and other parties

Manage hard copy filing of Custom Documents include material documents

Responsible for complied with Management System contained send hard copy to Jakarta office

MURRAY & ROBERT, Pte, Ltd

GORGON APLNG Barrow Island project (Australia)- Batam Indonesia Project Administrator

[15th May 2010] – [20th Apr 2011]

Provide a full range of secretarial duties and overall administration support to Integrity Project Management Team and report to General Manager.

Business travel management for International and domestic trip, accommodation to provide and transportation

Maintain executive agenda and assist planning appointments, board meetings and conferences.

Correspondence letter status of incoming & outgoing registration and keep on tracked

Streamlined Invoices submission from Contractor and follow up to get fully approval and return it to Contractor

Expenses claims payment to arrange and fuel petty cash.

Technical support on boarding of new starters, desk and IT setup link to HQ office - Australia

Technical admin support to Project Management and team building

Emergency responding and problem-solving

Visa and permit work for Expatriates arrangement liaise with agency

SMOE INDONESIA

TUNU PHASE 11&12 EPSC project, NCP 2-NMP3 Project

GAJAH BARU CPP & LQ Project - Batam Indonesia

HSE Officer Admin

[25th Mar 2008] – [6th May 2010]

Responsible prepared Weekly Statistic and verified with to get Company approval.

Research and establish relationships with occupational clinics for field work sites

Provides management with timely accident/injury trending and other compliance reports as requested

Inspection Schedule prepared and Rooster duties HSE team by monthly

Assist site Health, Safety and Environment manager with organizing meeting packets, updating procedures, and filing documents

Assist department with the overall administration of workers compensation claims and program

Coordinates and maintains with safety manager the development and implementation of safety procedure and policies

Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person CEGELEG

Platform project – British Petroleum - Cilegon

FPSO SEAGOOD 101 Project - Batam Indonesia

Technical Assistant

[1st July 2006] – [15th Aug 2007]

Check and control validation/verifying all documents received include correct Number drawing, revision, title of drawing and legality

Ensure all drawings update distributed to workers at site

Assist prepared daily activity report at site and send to Company

Assist prepared for Shutdown & Blow down Valve report

Assist prepared Leak Test report.

Marking drawings for Instrument materials installed

Prepared material Elect & Instrument installation Summary

Marking color cable installation schedule

Prepared and follow up Pulling Cable Report to get company approval

Time sheet daily basic to all team, submitted to Jakarta office

WIRA MATRA GUNA

Krakatau Steel project – Cilegon – Indonesia

QC Document Controller

[8th July 1998] – [4th Feb 2004]

Dispatching, of all technical and nontechnical documents in and out of the office.

Maintain the full flow / control of documents as per ISO standard.

Prepare monthly and weekly reports of all tasks & keeping the photographic log in date order, to support the projects planner.

Filing and log in of Material Submittals, Method of Statements, RFI's etc in a more professional way

Speed-up documents preparation, creation to records, and information retrieval while maintaining the accuracy and traceability of each documents stage.

Resolve conflicts between departments regarding control of the quality and assure the proper flow of information through eliminating unnecessary activity, changing present forms, and adding new forms and workflow necessary for the activities.

Impressive organization of records that was became a pattern for most of the staff which also captured the attention of ISO external auditors.

Prepare Request for Information (RFI) check list and E-log within 24 hours prior to inspection.

Prepare Material Submittal for Approval to the Consultant. KONSTRUKSI MUARA TAWAR

Power Cycle Plant project – Jakarta – Indonesia

Engineering Clerk

[4th July 1995] – [7th Jun 1997]

Maintain hard copy drawings (A0, A1, A3), Structure, Piping, E&I, HVAC, and distribute to all supervisors and subcontractors

Maintain P & ID, Isometric drawings and As built drawings

Ensure all drawing updated before distributed to all parties project team

Prepared register all drawings from Engineering design update to the system

Assist Document Control entry data vendor

EDUCTION

Diploma – ARIYANTI

Graduated in 1993

Accounting & Business Management with GPA 3.0

Certification Courses

English Conversation 367hours

MS Office-Excel-Power Point [MAULANA]

IELTS [ Kawita Education]

Project Management Foundation [LinkedIn online]

SAP [Business Design Administration online course] Activity related with Secretary Association

Guess Lecturer classes – POLITEKNIK University Batam

Even Organizer of seminars

Witness & Certified for Vocational school state Exam

Charity for underprivileged people and Orphans, etc.

>>> Thank you <<<

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