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Ian Magallanes, Executive Assistant / Document Controller

Ian Magallanes

Executive Assistant / Document Controller·Roaya Development Consultancy

المملكة العربية السعودية

بكالوريوس, Bachelor of Science in Business Administration

الخبرة العملية

مجموع سنوات الخبرة: 15 سنوات, 2 أشهر

Executive Assistant / Document Controller

يونيو 2024 - حتى الآن

Roaya Development Consultancy

الشرقية، المملكة العربية السعودية

يونيو 2024 - حتى الآن

• 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.
مجال الشركة:
الاستشارات الهندسية العامة

Executive Administrative Assistant / Document Controller

فبراير 2023 - مايو 2024

Bechtel Company / NEOM SPINE Project

تبوك، المملكة العربية السعودية

فبراير 2023 - مايو 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.
مجال الشركة:
الهندسة المدنية
الدور الوظيفي:
إدارية

Executive Assistant To CEO / Office Manager

يوليو 2020 - فبراير 2023

crown & company

الرياض، المملكة العربية السعودية

يوليو 2020 - فبراير 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.
مجال الشركة:
الضيافة والسكن
الدور الوظيفي:
الموارد البشرية والتوظيف

Administrative Assistant

أكتوبر 2016 - مايو 2020

Shake Shack under Alshaya Company

الرياض، المملكة العربية السعودية

أكتوبر 2016 - مايو 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.
مجال الشركة:
الضيافة والسكن
الدور الوظيفي:
إدارية

Branch Store Manager

مايو 2015 - يوليو 2016

Dominos pizza

الرياض، المملكة العربية السعودية

مايو 2015 - يوليو 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.
مجال الشركة:
المطاعم وخدمات الطعام
الدور الوظيفي:
الإدارة

Assistant Restaurant Manager

يناير 2014 - يناير 2015

Mang Inasal under Jollibee Food Corporation

Puerto Princesa، الفلبين

وجدت هذه الوظيفة عبر بيت.كوم

يناير 2014 - يناير 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
مجال الشركة:
المطاعم وخدمات الطعام
الدور الوظيفي:
الإدارة

Investigator

ديسمبر 2012 - نوفمبر 2013

New Nemar Development CorporationAddress

Puerto Princesa، الفلبين

وجدت هذه الوظيفة عبر بيت.كوم

ديسمبر 2012 - نوفمبر 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
مجال الشركة:
صيانة السيارات وقطع الغيار وخدمات الدعم
الدور الوظيفي:
المحاسبة والتدقيق

Encoder

سبتمبر 2011 - فبراير 2012

New city commercial center

Puerto Princesa، الفلبين

سبتمبر 2011 - فبراير 2012

Responsible for encoding outgoing items
•Responsible for inventory of the items
مجال الشركة:
الاستعانة بالمصادر الخارجية للمبيعات
الدور الوظيفي:
إدارية

Working Student

أغسطس 2008 - مارس 2010

Palawan state university

Puerto Princesa، الفلبين

أغسطس 2008 - مارس 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.
مجال الشركة:
التعليم المهني
الدور الوظيفي:
المحاسبة والتدقيق

التعليم

Palawan State University

أبريل 2011

أبريل 2011

بكالوريوس، Bachelor of Science in Business Administration

الفلبين

Palawan State University

أبريل 2011

أبريل 2011

بكالوريوس، Business Administration

الفلبين

Palawan State University

أبريل 2011

أبريل 2011

بكالوريوس، Administration

الفلبين

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

اللغات

الانجليزية

متوسط

التدريب و الشهادات

الشهادات
ISO 45001:2018 Awareness Training

التوصيات

Ehren D Powell

سبتمبر 2022

سبتمبر 2022

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

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الهوايات والاهتمامات

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