Elizabeth Guevarra

Admin Asst./Document control related:

 Utilize and maintain customized application systems for department document management.
 Ensure accurate data input into the application systems and provide follow-through of documents related to the department.
 Collates information from other departments and sections to prepare department reports.
 Prepares graphical representation of data collected, using diverse computer application system, when required.
 Carries out various administrative & technical duties for the department such as preparation of reports, sending faxes, scanning, receiving, registering, retrieving and photocopying of documents, in order to provide an efficient operation/technical support and administration services to the department.
 Develops different types of forms/computer spreadsheets for various statistical records and reports to meet variety of operational and technical requirements
 Maintains custody of Dept. files, Contracts, Pre-Tender and Tender Documents.
 Generates, updates and maintain manual and automated filing system for confidential and administrative files for easy tracking.
 Responsible on all office issues, asset management, utilities, maintenance, requisitions and purchases.
 Performs the duties & responsibilities of Sr. Personal Asst. to the Department Chief in the absence of the same.

HR-related:
 Arranges interviews with candidates for the department; coordinating with the Corporate HR for feedback and outcome of interviews, preparing notifications to candidates if selected or not;
 Oversees the job offer process including preparation of candidate documents as requisites to initiate the joining process.
 Acts as focal point for recruitment concerns from processing manpower requests up to the first few days of the new hire.
 Coordinates, follow-up with concerned departments involved and fully responsible for new staff in setting up issues related, which include office space set-up, IT-related access, security access, and the familiarization process.
 Provides guidance or assistance to the new hire on inquiries about procedures related to settling in the country.
 Collate, produce and update annual vacation report for all Section staff and their vacation schedules and balances.
 Develop and maintain staff Personnel File documentation and filing systems.

 Creates and maintain necessary manual and electronic files including those which are confidential in nature.
 Manage all incoming and outgoing correspondence and emails and preparing the same as for the MD’s necessary action
 Handle and screen telephone calls and ensure that it is transmitted properly
 Manage electronic calendar and make appointments
 Receive, assist, register and keep records of all visitors and VIP guests of The Pearl Qatar (TPQ) Executive Office
 Make travel arrangements and reservations, coordinate meetings and conference, prepares venue and materials
 Purchasing and inventory monitoring for the TPQ Executive Office’s offices supplies and equipment

 Prepared correspondences, memos, fax transmittal, minutes of meetings, evaluation reports, and presentation materials.
 Created updates and maintained manual and automated filing systems for confidential and administrative files for easier tracking
 Screened incoming correspondences and reports
 Receives and screens telephone calls and making notes with courtesy before passing it to the Asst. Managing Director, Department Director, Project Managers and Consultants.
 Recorded, compiled, transcribed and monitored minutes of meetings.
 Handled requisition for stationery and office supplies, and Purchase Requests for office equipments, furniture and fixtures and monitor inventory of the same
 Manages and maintains Executives’ electronic calendar for meetings & conferences
 Prepares Department Monthly Timesheet for the department staff.