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Ian Magallanes, Executive Assistant / Document Controller

Ian Magallanes

Executive Assistant / Document Controller·Roaya Development Consultancy

Saudi Arabia

Bachelor's degree, Bachelor of Science in Business Administration

Work experience

Total years of experience: 15 years, 2 months

Executive Assistant / Document Controller

June 2024 - Present

Roaya Development Consultancy

Eastern Province, Saudi Arabia

June 2024 - Present

• Assist project managers in planning and organizing project activities, including creating project schedules,
assigning tasks, and setting deadlines.
• Coordinate project meetings, including scheduling, preparing agendas, and taking minutes.
• Facilitate effective communication among project team members, stakeholders, and external partners.
• Maintain project documentation and records, including project plans, status reports, and change requests.
• Monitor project progress and update project managers on key milestones, risks, and issues.
• Assist in resource allocation and tracking, ensuring that team members have the necessary tools and
resources to complete their tasks.
• Assist in the preparation of project presentations, reports, and other project-related materials.
• Ensuring that all documents are recorded, log and well organized
• Reviewing and updating technical documents (e.g., manuals and workflows) by using Oracle Aconex
• Responsible for generating and providing a proper asset /discipline code for each outgoing letters/memo.
• Transmitting the documents through Aconex
• Manage the flow of documentation within the organization.
Company industry:
General Engineering Consultancy

Executive Administrative Assistant / Document Controller

February 2023 - May 2024

Bechtel Company / NEOM SPINE Project

Tabouk, Saudi Arabia

February 2023 - May 2024

Company Industry: Engineering and Construction Company Job Role:
• Organizing meetings and booking meeting rooms.
• Ensuring that the documents are well organized.
• Assisting the Executive Directors / Directors and NEOM Executives with their needs.
• Handling corresponding directed to Managers.
• Making travel arrangements and detailed travel itineraries.
• Providing Administrative Assistance, such as writing and editing memos, printing, etc.,
• Transmitting the documents to the letters addressee.
• Organizing meetings and booking meeting rooms.
• Responsible for routing the memos and letters to executives.
• Providing data from Aconex to the executives and Managers.
• Answering email correspondence.
Company industry:
Civil Engineering
Job role:
Administration

Executive Assistant To CEO / Office Manager

July 2020 - February 2023

crown & company

Riyadh, Saudi Arabia

July 2020 - February 2023

●Acting as the point of contact between the executives and internal or external colleagues.
●Organising meetings and booking meeting rooms.
●Handling correspondence directed to managers.
●Making travel arrangements and detailed travel itineraries.
●Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
●Assisting HR recruitments
●Checking the Restaurants Operation
●Managing Petty cash report
●Maintaining comprehensive and accurate records.
●Performing minor accounting duties.
●Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
●Answering phone calls in a polite and professional manner.
●Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
●Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
Company industry:
Hospitality & Accomodation
Job role:
Human Resources and Recruitment

Administrative Assistant

October 2016 - May 2020

Shake Shack under Alshaya Company

Riyadh, Saudi Arabia

October 2016 - May 2020

Administration
• Responsible for assisting the manager and supervisor in generating, managing, and preparing weekly,
and monthly reports in various areas of store operations.
• Effectively administer employee-related documentation, such as staff leaves, annual vacations, manpower
scheduling, travel-related concerns, visa processing, claims, memos, circulars, correspondences, and other
matters.
• Responsible for office administrative activities including directing and coordinating office services and related activities.
• In charge of purchase requests for both office stationery and hospitality supplies, monitor and control expenses.
• Conduct monthly audits and reassuring completeness, accuracy, and integrity of documentation
including confirmation of bank deposits daily.
• Proper screening of company phone calls both outgoing and incoming, and answering phone calls.
• Responsible for handling couriers such as document transmittals, and employee documentation
from branches to main office.
• Handle proper sorting and filing of documentation.
• Engagement in some customer service activities when required such as welcoming the guests and
handling customer complaints.
Company industry:
Hospitality & Accomodation
Job role:
Administration

Branch Store Manager

May 2015 - July 2016

Dominos pizza

Riyadh, Saudi Arabia

May 2015 - July 2016

• Responsible for overseeing the stores daily operations, ensuring it runs smoothly and effectively.
• Deliver excellent service to ensure high levels of customer satisfaction, create business strategies and
promotional materials to attract new customers, expand store traffic, and enhance profitability by motivating sales
teams and training new staff.
• Ensure store compliance with health and safety regulations.
• Prepared detailed reports on buying trends, customer requirements, and profits. Monitor actual food
costing and stock inventory.
• Facilitate inspection, assessment, and quality evaluation of newly delivered raw materials. Approving or
rejecting delivered materials based on quality standards and SOP.
• Undertake store administration duties such as managing store budgets and updating financial
records, employee documentation, and other administrative work.
• Maintain high store standards and conditions and foster a positive environment.
Company industry:
Catering, Food Service, & Restaurant
Job role:
Management

Assistant Restaurant Manager

January 2014 - January 2015

Mang Inasal under Jollibee Food Corporation

Puerto Princesa, Philippines

I found this job using Bayt.com

January 2014 - January 2015

• Direct employees through their daily routines and interact with customers to make sure that they have
a satisfactory experience.
• Act as quality control, ensuring customer satisfaction through training employees properly and adhering to
company policy.
• Make sure employees perform variety of tasks, from preparing the food, stocking supplies, serving, charging people
for their food, handling cash, credit cards, and a cash register, cleaning tables and counters, resetting tables,
greeting customers and answering questions.
• Perform regular inspection of food and beverage preparation and presentation and maintain inventory to enhance
sales.
• Coordinate with team to meet sales target, ensure customer satisfaction and follow company procedures
to increase productivity.
• Overseeing restaurant staff performance, ensuring quality dining
• Prepare shift schedules.
• Monitor compliance with safety and hygiene regulations.
• Responsible for encoding outgoing items.
• Responsible for inventory of the items
Company industry:
Catering, Food Service, & Restaurant
Job role:
Management

Investigator

December 2012 - November 2013

New Nemar Development CorporationAddress

Puerto Princesa, Philippines

I found this job using Bayt.com

December 2012 - November 2013

Responsible for providing quality foods.
•Responsible for preparing the monthly/daily inventory for all store stocks
•Responsible for providing quality foods.
•Responsible in monitoring the availability of stocks
•Responsible in managing store operations
•Responsible in inspecting assessing and evaluating the quality of newly delivered raw materials
•Responsible in approving / rejecting delivered raw materials
•Responsible in administrative works
•Responsible for man power monitoring
•Responsible for scheduling of staff
•Responsible for the sop’s of the store
•Responsible for the P.O. of stocks
Company industry:
Automotive Repair, Spare Parts, & Support Services
Job role:
Accounting and Auditing

Encoder

September 2011 - February 2012

New city commercial center

Puerto Princesa, Philippines

September 2011 - February 2012

Responsible for encoding outgoing items
•Responsible for inventory of the items
Company industry:
Sales Outsourcing
Job role:
Administration

Working Student

August 2008 - March 2010

Palawan state university

Puerto Princesa, Philippines

August 2008 - March 2010

Reason for Leaving: Focus in my study

JOB DESCRIPTION/DUTIES AND RESPONSIBILITIES:

•Responsible for assisting the visitors
•Responsible for answering telephone calls.
•Responsible for doing a payroll of my co students aides.
•Responsible for sending letters to different departments of schools.
•Responsible for recording letters.
Company industry:
Vocational Education
Job role:
Accounting and Auditing

Education

Palawan State University

April 2011

April 2011

Bachelor's degree, Bachelor of Science in Business Administration

Philippines

Palawan State University

April 2011

April 2011

Bachelor's degree, Business Administration

Philippines

Palawan State University

April 2011

April 2011

Bachelor's degree, Administration

Philippines

Skills

Database

Expert

Customer Service Skills

Expert

Team Leadership

Expert

Microsoft Excel

Expert

Microsoft Office Applications

Expert

CUSTOMER SERVICE

Expert

INVENTORY MANAGEMENT

Expert

ORGANIZATIONAL SKILLS

Expert

RECEIVING

Expert

TELEPHONE SKILLS

Expert

TÉCNICAS DE SUPERVISIÓN

Expert

MICROSOFT OFFICE

Intermediate

CUSTOMER RELATIONS

Expert

FOCUS

Intermediate

LETTERS

Intermediate

BANKING

Intermediate

BUSINESS ADMINISTRATION

Intermediate

COORDINATING

Intermediate

CREATIVE THINKING

Intermediate

CROSS FUNCTIONAL COORDINATION

Intermediate

DOCUMENT MANAGEMENT

Intermediate

FINANCE

Intermediate

INNOVATION

Intermediate

INTERPERSONAL COMMUNICATIONS

Intermediate

OFFICE MANAGEMENT

Intermediate

Database

Expert

Customer Service Skills

Expert

Team Leadership

Expert

Microsoft Excel

Expert

Microsoft Office Applications

Expert

Languages

English

Intermediate

Training and Certifications

Certifications
ISO 45001:2018 Awareness Training

Recommendations

Ehren D Powell

Sep 2022

Sep 2022

senior vice president and chief digital officer of Marathon Petroleum Corporation•Subordinate

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Hobbies and interests

Playing basketball, playing mobile games, enjoying with friends going in different places.