JANINE TUAZON

Receiving Documents for Gate Passes (New/renewal & Emergency) from suppliers and
sort-out the documents.
• Contact, suppliers for Missing documents and explain about the DVC and relevant
documents for those who were unaware about the same.
• After upload the files in portal, Take the print out of the above documents, simultaneously
prepare CD and dispatch both to MOI Office for approval.
• Navigating portal for checking daily status and arrange messenger for collecting cards
accordingly.
• Upon receiving the cards, take printout, update folder, keep print out in file and distribute
cards to concerned departments and maintain records.
• Create distribution agreement for the management in compliance with legal policies and
procedures while sorting and distributing mails/call to appropriate personal
• Developed and implemented
• Control all office expenses and costs.
• Maintain well-organized filing system and introduced effective scheduling techniques

• Responding to client requests and inquires.
• Managing and updating company’s database in terms of technical and commercial inputs
• Keep tracking and supply inventory by liaison with Logistics department.
• Managing contractors and overseeing maintenance crew
• Assist in planning, scheduling and coordinating maintenance and facility improvement projects
• Prepare and distribute reports, presentations and other working materials as required.
• Coordinate tasks according to priorities and plans.
• Prepare cost calculations, quotations and proposals.
• Maintain tracker for quotations (approved and not approved) and handover reference numbers.
• Monitor Move Out and renovation/refurbishment charges.
• Maintain Annual Maintenance Contracts (AMC) records for subcontractors and clients.
• Coordinate with Operations Team for approved quotations, scope of work and necessary arrangements of schedule.
• Submission of approved quotations, service reports (SR) and work completion certificates to Finance department for monthly invoice to the respective clients
• Prepare monthly reports i.e., monthly progress report, maintenance report (BPL & BSQ), monthly issued quotations or proposals, unbilled approved quotations for Finance department.
• Ensure the completion of works, monitor expenditures and ensure it remains within budget.
• Ensure documentation is properly completed in line with tenants and company requirements.
• Coordinate delivery/pickup of materials as required.
• Resolve problems when they arise.
• Monitor and ensure the delivery of services as per the schedule and instructions.
• Monitor the subcontractors and ensure their compliance with the statement of work (SOW)
• To adhere to all other company’s reasonable instructions required for the quality outcome of the work.

• Handling basic bookkeeping tasks.
• Filing and retrieving corporate records, documents, and reports.
• Researching and conducting data to prepare documents for review.
• Provide general administrative support.
• Performing office duties that include ordering supplies and managing a records database.
• Process the CGP License Renewal and Service Provider License Renewal
• Assisting every event and Workshops.
• Where applicable, meet & greet including organizing appropriate hospitality.
• Where applicable, answer the telephone and transfer to an appropriate staff member.
• Perform advanced, diversified, and confidential administrative and secretarial support. Handle a wide variety of situations and tasks involving the clerical and administrative functions of the office.
• In consultation with the team, generate business documentation, including presentation creation and spreadsheet preparation and distribution.
• Prepare charts, compile reports as needed, and ensure that all files are complete and properly maintained.
• Perform administrative tasks based on set procedures, establish and maintain filing systems, categories and maintain manuals, invoices, manage and co-ordinate travel needs and other source data.
• Handle invoices, billing, and coordinate with Accounting Department.
• Keep updated records of office expenses and costs.
• Managing Vendors, Billing, and coordinating with the accounts department.
• Provide support in logistics.
• Handle procurement requirements.
• Manage correspondence and work with the PRO. • Order front office supplies and keep an inventory of stock.
• Provide support to HR in the documentation and staff coordination.

• Can prepare Weekly and monthly report.
• Handling Timekeeping in project area
• Handling the QATAR ID and Hamad Health Card Process as per the HR Policy.
• Processing Annual Leave of the Employee and Requesting and Assist for Exit permit.
• Ensure the Front office / Reception is always presentable as per company standard.
• Answer, screen, and direct Calls. • Assist in the preparation of scheduled events. • Maintain and update contact list. • Order office supplies and stationery, keep inventory of stock. • Perform admin duties such as e-filing, filing, photocopying, scanning.
• Provide administrative/ facilitation support for developing, organizing and maintaining departmental filing and recordkeeping systems along with offices maintenance support.
• Preparing for the Monthly Wages Times Sheet of all the labor and Staff in the Project
• Using CAFM System and Data collection.
• Process, control and administer incoming and outgoing documents.
• Maintain confidentiality in all aspects of client and staff information.
• Interact with staff, clients, suppliers, and visitors.
• Open, sort and distribute incoming correspondence, including email.
• Issue responses to correspondence containing routine inquiries.
• Perform general clerical duties to include, but not limited to, copying, faxing, mailing, laminating and filing.
• Provide support to the Maintenance team on the raising and closing of reactive, PPM and scheduled job requests within the CAFM helpdesk (Concept Evolution).
• Utilize the CAFM helpdesk (Concept Evolution) system for the raising of purchase orders and the subsequent processing of the associated invoices for posting to Head Office on a weekly basis.
• Prepare and collate all documentation for the monthly payroll of site staff.
• Provide support to the FM in maintaining supplier matrices and the associated documentation.
• Provide support to the FM in maintaining training matrices / records and back to work / self-certification documentation.
• Where applicable, meet & greet including organizing appropriate hospitality.
• Where applicable, answer telephone and transfer to appropriate staff member.
• Where applicable, provide assistance to the Centre Receptionist and Administrator
• Process faculty and maintenance invoices, payments, prepare purchase requests, budget requests, and resolve.

• Obtains client information by answering telephone calls; interviewing clients; verifying information.
• Determines eligibility by comparing client information to requirements.
• Establishes policies by entering client information, confirming pricing.
• Informs clients by explaining procedures; answering questions; providing information.
• Maintains communication equipment by reporting problems.
• Maintains and improves quality results by adhering to standards and guidelines, recommending improved procedures.
• Updates job knowledge by studying new product descriptions; participating in educational opportunities.
• Accomplishes sales and organization mission by completing related results as needed.

Coordinating the sales team by managing schedules, filling in important documents and relevant information.
• Ensuring the adequacy and sales-related equipment and materials
• Responding to the complaints from the customers and gives after-sales support when requested. • implements marketing and advertising campaigns by assembling and analyzing sales forecasts; preparing marketing and advertising strategies, plans, and objectives; planning and organizing promotional presentations; updating calendars. • Tracks product line sales and costs by analyzing and entering sales, expense, and new business data. • Prepares marketing reports by collecting, analyzing, and summarizing sales data.
• Keeps promotional materials ready by coordinating requirements with graphics department; inventorying stock; placing orders; verifying receipt.
• Supports sales staff by providing sales data, market trends, forecasts, account analyses, new product information, relaying customer services requests.
• Research competitive products by identifying and evaluating product characteristics, market share, pricing, and advertising; maintaining research databases.
• Plans meetings and trade shows by identifying, assembling, and coordinating requirements; establishing contacts; developing schedules and assignments; coordinating mailing lists.
• Monitors budgets by comparing and analyzing actual results with plans and forecasts.
• Updates job knowledge by participating in educational opportunities; reading trade publications.
• Accomplishes organization goals by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

Ensures availability of merchandise and services by approving contracts, maintaining inventories. • Identifies current and future customer requirements by establishing reports with potential and actual customers and other persons in a position to understand service requirements. • Ink refilling for (HP, Canon, Epson and Brother Printer) • Printer Troubleshooting.