Janice De Jesus

Working as Secretary and Document Controller in General Projects Section
• Providing full secretarial back up to Head of Education Section, Projects Engineering Advisor, Project Managers and Engineers (Civil, Electrical & Mechanical)
• Drafting official letters and memos in professional manner
• Coordination to Correspondence Tracking System (CTS) and DMS (Document Management System) as necessary in case of any problems or inquiry regarding use and implementation of CTS and documentation procedures.
• Implement system and provide staff training to establish a Document Management System
• Create and enforce guidelines to ensure that documents are properly coded and maintained in their proper files and that necessary copies are distributed as required (electronically and manually).
• Develop and implement policies on the processing of Requests for Information and Submittals and to produce associated status reports.
• Coordinate the work of Document Control staff at various project sites.
• Thorough knowledge of Primavera Contract Manager (PCM) & Knowledge of Microsoft SharePoint and have strong computer and internet research skills
• By using PCM program documentation system to ensure perfect documents handling
• Uploading all documents in the DMS and data entry projects in the system.
• Repair weekly report from the DMS progress.
• Helping team for searching and easily documents founding
• Train the new comers for the document roles and process
• Writing minutes of meetings
• Enhance in preparing of weekly and monthly reports as directed by project manager
• Make the project closeout filling and archive works.

• Working as Secretary and Document Controller in Education Project Section (Client based)
• Providing full secretarial back up to Head of Education Section, Projects Engineering Advisor, Project Managers and Engineers (Civil, Electrical & Mechanical)
• Drafting official letters and memos in professional manner
• Coordination to Correspondence Tracking System (CTS) or clients staff as necessary in case of any problems or inquiry regarding use and implementation of CTS and documentation procedures.
• Customized and standardized company’s forms and various registers as discussed and approved by management and distribute as needed to adopt the requirements preferences of the client documentation system procedures.
• Implement client standard documentation procedures to be follow by all project document controllers.
• Responsible for safekeeping, safety and secure storage of confidential documents (i.e. Contracts, Tender Documents, Bill of Quantities, Payment Certificates etc.).
• Check and distribute all project technical drawings and documentation in an efficient and expeditious manner; maintain document control registers of incoming and outgoing project documents.
• Register internal and external documents input progress mark-up information into document management system, scan and create CD’s as requested.

• Handling the tasks of greeting visitors/customers in a friendly and courteous manner
• Screening telephone calls and handling enquiries
• Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data; coordinating case preparation
• Receiving all incoming letters and e-mails, inputting to the centralized logging system and distributing for Managers` distribution discretion
• Screening incoming telephone calls, letters and e-mails and filters them based on priority and importance
• Analysing incoming letters and other documents by providing to the Chairperson with the main tasks on his desk
• Providing proactive support by ensuring the smooth running of the Chairperson`s office and managing his working environment
• Arranging confidential and sensitive correspondence (reports, statistical data)
• Performing a variety of typing and clerical tasks as required
• Conducting research including and E- tendering side
• Preparing Quotations, invoices, reports, memos, letters, financial statements and other documents, using word processing, spread sheet
• Drafting official letters and memos in professional manner
• Preparing communication materials (charts and presentations)
• Maintaining up-to-date filing Systems/Index (physical and email) and ensure provision of accurate and up-to-date information
• Maintaining hard and soft file back-up of Documents (official and personal)
• Corresponding and coordinating with clients, local and abroad
• Recording contacts and keeping business cards
• Maintaining database of new clients
• Maintaining scheduling and event calendars
• Arranging meetings
• Managing Petty Cash with Invoices, assisting the Accounts Department
• Preparing and analysing the periodic Financial reports
• Dealing and recording statements of Chairperson’s personal and company bank accounts and credit cards
• Making all sort of travel arrangements and hotel bookings and other related matters
• Standing in for the Chairperson in his absence
• Taking up confidential duties of Chairperson’s family and assisting them with required support
• Responsible for providing administrative support to the entire management team
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Operating office equipment and learn to operate new office technologies as they are developed and implemented
• In-house vigilance, keeping the office looking neat and tidy

 using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spread sheets and databases;
 Prepares submission docs. (Preliminary and Final Designs, Tender Issue, Contract Documents) as per Engineer's instructions.
 devising and maintaining office systems;
 booking rooms and conference facilities;
 using content management systems to maintain and update websites and internal databases;
 attending meetings, taking minutes and keeping notes;
 managing and maintaining budgets, as well as invoicing;
 liaising with staff in other departments and with external contacts;
 ordering and maintaining stationery and equipment;
 sorting and distributing incoming post and organising and sending outgoing post;
 liaising with colleagues and external contacts to book travel and accommodation;
 organising and storing paperwork, documents and computer-based information;
 Photocopying and printing various documents, sometimes on behalf of other colleagues.

Other duties may include:
 recruiting, training and supervising junior staff and delegating work as required;
 manipulating statistical data;
 Arranging both in-house and external events.

1. National Catering Company LLC.
Villa No. 6/2 Al Falah 13th St. P.O. Box 44626, Sector 34 Muroor Road, Abu Dhabi United Arab Emirates.
"Admin/Secretary"
22 December 2009 - June 2011
Duties and Responsibilities:
➢ Excellent time management skills. Ability to handle multiple projects concurrently and respond positively to sudden changes in priorities. Strong problem resolution, decision-making and analytical skills. Good leadership skills along with project management. Excellent technical support and customer service skills. Demonstrated experience resolving conflicts and problems in a professional, tactful way.
➢ Coordinates between the department and any other party
➢ Documentation, evaluation & reporting of the department activities while using a computerized maintenance management system
➢ Provides any technical advice as requested by the Engineering Division Manager.
➢ Ensures that an organization's machinery, equipment and other operating mechanisms are adequate and functional.
➢ Manages daily maintenance programs and give directions to maintenance staff.
➢ Orders supplies and equipment as needed and performs maintenance checks on a weekly or monthly basis.
➢ Plan-Follow up the preventive maintenance schedules.
➢ Prepares activity reports and work notifications.
➢ Follows the maintenance department's safety rules and policies when performing his duties.
➢ Ensure that all workers are wearing their personal protective equipments that are necessary for the task they're doing.
➢ Submits monthly/weekly report to the departments head figuring out the status of the locations under his responsibilities.
➢ Inspection and final acceptance/testing and commissioning report for any subcontracted work.
➢ Prepare Imprest, Capex, and Payment request for the invoices in the specific locations.
➢ Maintain records of technical queries and requests for information.
➢ Implementing NCC Job order system (CMMS)
➢ Reporting the progress of ongoing activities.
➢ Performs other related duties as required.

 Excellent time management skills. Ability to handle multiple projects concurrently and respond positively to sudden changes in priorities. Strong problem resolution, decision-making and analytical skills. Good leadership skills along with project management. Excellent technical support and customer service skills. Demonstrated experience resolving conflicts and problems in a professional, tactful way.
 Coordinates between the department and any other party
 Documentation, evaluation & reporting of the department activities while using a computerized maintenance management system
 Provides any technical advice as requested by the Engineering Division Manager.
 Ensures that an organization's machinery, equipment and other operating mechanisms are adequate and functional.
 Manages daily maintenance programs and give directions to maintenance staff.
 Orders supplies and equipment as needed and performs maintenance checks on a weekly or monthly basis.
 Plan-Follow up the preventive maintenance schedules.
 Prepares activity reports and work notifications.
 Follows the maintenance department's safety rules and policies when performing his duties.
 Ensure that all workers are wearing their personal protective equipments that are necessary for the task they’re doing.
 Submits monthly/weekly report to the departments head figuring out the status of the locations under his responsibilities.
 Inspection and final acceptance/testing and commissioning report for any subcontracted work.
 Prepare Imprest, Capex, and Payment request for the invoices in the specific locations.
 Maintain records of technical queries and requests for information.
 Implementing NCC Job order system (CMMS).
 Reporting the progress of ongoing activities.
 Performs other related duties as required.

 Excellent time management skills. Ability to handle multiple projects concurrently and respond positively to sudden changes in priorities. Strong problem resolution, decision-making and analytical skills. Good leadership skills along with project management. Excellent technical support and customer service skills. Demonstrated experience resolving conflicts and problems in a professional, tactful way.
 Identify, troubleshoot, and analyze computer related issues. Determine appropriate course of action, and conduct repairs, modifications, and upgrade internal components and peripherals as needed.
 Format hard drives; configure Operating Systems, patches and upgrades, including Windows 2000 Professional and Server, Windows 95/98/ME, Windows NT 4.0, Windows 3.1, and MS/DOS.
 Install and configure software applications, telnet connections, and electronic mail. Train and assist 30 internal end users in the proper use and procedures.
 Service and Maintain microcomputer systems, including inspect, clean, test, run scandisk, defragment hard drives, and update antiviral programs to maintain performance and security.

3. Qatar & Gulf Enterprises
P.O. Box 1440 Doha, Qatar

"Technical Assistant / Secretary"
June 2006 to June 2007
Duties and Responsibilities:
Secretary

➢ Handles other schedules of meetings of Managing Director.
➢ Prepares personal documents of MD and staff.
➢ Typing duties including copy typing as well as drafting of correspondences.
➢ Prepares submission docs. (Preliminary and Final Designs, Tender Issue, Contract Documents) as per Engineer's instructions.
Administrative Assistant

➢ Handles incoming phone calls, incoming and outgoing correspondences
➢ Maintains the main office clean and organized
➢ Maintains personal files / master list of staff for information and record purposes
➢ Updating / monitoring of daily staff attendance
➢ Creates good relationship with visitors and other staff
➢ Performs hotel bookings for MD and staff

Finance Assistant
➢ Filing of receipts for reconciliation purposes
➢ Prepares monthly payslip for MD's issuance of monthly salary
➢ Prepares monthly reports of expenses for information purposes
➢ Checks weekly timesheet for salary deduction and information purposes
➢ Responsible for handling of petty cash and prepares liquidation report
➢ Receives all financial statement for reconciliation purposes

Property and Procurement Officer
➢ Responsible for inventory of office and pantry supplies
➢ Negotiates request for equipment, supplies and services
➢ Handles / manage the schedule of company cars for daily trips
➢ Performs additional duties as directed by the principal and staff

Technical Assistant
➢ Excellent time management skills. Ability to handle multiple projects concurrently and respond positively to sudden changes in priorities. Strong problem resolution, decision-making and analytical skills. Good leadership skills along with project management. Excellent technical support and customer service skills. Demonstrated experience resolving conflicts and problems in a professional, tactful way.
➢ Identify, troubleshoot, and analyze computer related issues. Determine appropriate course of action, and conduct repairs, modifications, and upgrade internal components and peripherals as needed.
➢ Format hard drives; configure Operating Systems, patches and upgrades, including Windows 2000 Professional and Server, Windows 95/98/ME, Windows NT 4.0, Windows 3.1, and MS/DOS.
➢ Install and configure software applications, telnet connections, and electronic mail. Train and assist 30 internal end users in the proper use and procedures.
➢ Service and Maintain microcomputer systems, including inspect, clean, test, run scandisk, defragment hard drives, and update antiviral programs to maintain performance and security.


TRAININGS ATTENDED:
HTML - June 2001

Secretary
 Handles other schedules of meetings of Managing Director.
 Prepares personal documents of MD and staff.
 Typing duties including copy typing as well as drafting of correspondences.
 Prepares submission docs. (Preliminary and Final Designs, Tender Issue, Contract Documents) as per Engineer's instructions.

Administrative Assistant

 Handles incoming phone calls, incoming and outgoing correspondences
 Maintains the main office clean and organized
 Maintains personal files / master list of staff for information and record purposes
 Updating / monitoring of daily staff attendance
 Creates good relationship with visitors and other staff
 Performs hotel bookings for MD and staff

Technical Assistant

 Excellent time management skills. Ability to handle multiple projects concurrently and respond positively to sudden changes in priorities. Strong problem resolution, decision-making and analytical skills. Good leadership skills along with project management. Excellent technical support and customer service skills. Demonstrated experience resolving conflicts and problems in a professional, tactful way.
 Identify, troubleshoot, and analyze computer related issues. Determine appropriate course of action, and conduct repairs, modifications, and upgrade internal components and peripherals as needed.
 Format hard drives; configure Operating Systems, patches and upgrades, including Windows 2000 Professional and Server, Windows 95/98/ME, Windows NT 4.0, Windows 3.1, and MS/DOS.
 Install and configure software applications, telnet connections, and electronic mail. Train and assist 30 internal end users in the proper use and procedures.
 Service and Maintain microcomputer systems, including inspect, clean, test, run scandisk, defragment hard drives, and update antiviral programs to maintain performance and security.