Rejilyn Villanueva, Project Coordinator cum Administrator  (Investment & Real Estate)

Rejilyn Villanueva

Project Coordinator cum Administrator (Investment & Real Estate)

Saleh Al Hamad Al Mana Co.

البلد
قطر - الخور
التعليم
دبلوم, Computer Science NCIV
الخبرات
13 years, 1 أشهر

مشاركة سيرتي الذاتية

حظر المستخدم


الخبرة العملية

مجموع سنوات الخبرة :13 years, 1 أشهر

Project Coordinator cum Administrator (Investment & Real Estate) في Saleh Al Hamad Al Mana Co.
  • قطر - الدوحة
  • أشغل هذه الوظيفة منذ نوفمبر 2022

- Handles all the administrator tasks for the General Manager, Project Manager and team members.
- Coordinating with the Consultant, Contractor, Vendors and Supplier regarding the project matter, documentations and etc.,
- Maintaining and monitoring project status reports, project plans, project schedules, contract LOA and LOI
- Organizing file, attending, and participating in meetings with the consultant, contractors and Suppliers.
- Scheduling meetings, preparing agendas, minutes of meetings as per approval of my General Manager.
- Maintaining and filling project documentations, drawings, AutoCAD drawings and approved from Ministry of Municipality and Urban Planning.
- Organizing reports, contracts, invoices quotations and other financial files for easy access.
- Received the LPO and prepare the invoice for submission from the accounts department.  Request LPO thru Tradogram and oversee project procurement management.
- Preparing draft of Agreements, Addendum, Contracts, LOA, LOI and using DocuSign for Contract approval and signature.
- Preparing tender documents and Request for Price (RFP).
- Providing detailed updates to project managers and administrative support as needed.
- Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.
- Manage and order office supplies from Projects Department.
- Responsible for providing Secretarial support to the Project Managers.
- Undertaking project tasks as required.
- Support the Facility Management teams as needed.

Marketing Executive cum Contracts Administrator / Procurement في Operators Facility Management
  • قطر - الدوحة
  • أكتوبر 2018 إلى أكتوبر 2022

- Attending meetings, biddings, site visit, awarding of the contract and making presentations and recommendations to the client.
- Prepare writing & verbal reports (Daily, Weekly & Monthly).
- Responsible for the all the clients (RFP’s, RFQ’s, RFI). Proposals, Quotations & Information’s.
- Responsible for all the client contracts, analyzing, negotiating rate, terms and conditions with the clients, and revising of the contracts.
- Prepares of SLA (Service Level Agreement) as per client requirements.
- Prepares of Subcontractor Contract.
- Responsible for the RFP’s requirements of all the client and discuss to the assigned Facility Manager in each site.
- Prepares letter and proposal to client requesting approvals and interpretations required to comply with the provisions of the contract.
- Collaborates to Procurement Department for all the request of client for the materials and equipment’s and to be deliver in the site before deadline.
- Collaborates with FM Engineer, Coordinator and Supervisor’s for all the complaint in the site and offer a solution to be solve and for project subcontract matters.
- Responsible for the preparation of Quotations & Invoices to all clients.
- Responsible for the computation of Invoice for all the clients.
- Coordinate with the clients regarding the starting date of the project, duty timing and site locations and arrange the casual staff to be mobilize in site project.
- Responsible for the preparation of Commercial / Financial & Technical Proposal and reviewing the Tender RFQ documents initial to tracking and managing the tender process.
- Coordinate the preparation and submission of Request for Proposal (RFPs) and other tender documents that are responsive to the client requirements and compliance with the company objectives are completed in a timely manner.
- Actively oversee the efficient and compliant of all tendering activities accordance with the public procurement, newspaper, websites etc.,
- Responsible for hotel booking, ticket booking & hotel quarantine booking for the client and staff.
- Prepares requisitions and LPO (Local Purchase Order).
- Purchase supply of materials to our subcontractors, estimate and establish cost parameters and budgets for purchases, negotiate the best deal for pricing and supply contracts.
- Determine the lowest cost for materials, track the record orders and monitor order expenses
- Source and interview vendors, negotiate contracts and costs.
- Communicate with vendors, clients, customers, team members, and managers to align goals and Create and maintain good relationships with vendors/suppliers.
- Maintain records of purchases, pricing, and other important data
- Performs other responsibilities associated with my position as may be appropriate.

HR Executive & Marketing / Accounting Staff /Document Controller/Coordinator في SkyMonda GroupAl-Nasser
  • قطر - الدوحة
  • مايو 2017 إلى أكتوبر 2018

5 department which I am engaged to handle MEP, Civil Construction, Cleaning & Hospitality,
Landscape, Interior & Exterior, Manpower (Local & Overseas).

HR & Marketing Executive/PRO/Liaison Officer في Mahad Group
  • قطر - الدوحة
  • أبريل 2015 إلى مايو 2016

HR Executive:
 Reviewing resumes and applications.
 Coordinating in Philippines, Nepal, India, Sri lanka, Bangladesh, Ghana, Kenya agents.
 Conducting first round of telephonic and personal interview for the candidates to schedule for final interviews.
 Conducting recruitment interviews (Skype & Telephonic) like and providing the necessary inputs during the hiring process.
 Working with recruitment agencies to source for candidates for specific job positions.
 Maintaining HR records, such as those related to documentations of Workers.
 Follow up of confirmation records statutory obligations in agent.
 Regular updating of communications.
 Preparation of travel, booking of hotels etc.
 Preparing and submitting all relevant documents/certificates/memos as per the requirement of employees in consultation with the management.
 Liaising with all government agencies to ensure adherence to compliance.
 Recording, maintaining and monitoring attendance to ensure employee punctuality
 Maintaining and regularly updating master database(personal file, personal database, etc.)
 Preparing letters such as Job offer, Termination Letters, Memo’s, Receiving of Payroll, Timekeeping, Employment Certificate, Warning letters etc.,
 Reviewing job descriptions for all positions at regular intervals and updating them in consultation with the respective managers.
 Engaging with employees on a regular basis to understand the motivation levels of people in the organization
 Coordinating with consultants and candidates for scheduling appointments with the management team for sourcing

Marketing:
 Sending emails, calls, inquiry to all clients.
 Attending Meetings with the clients.
 Doing market, researching, calling and follow ups.
 Creating marketing campaigns.
 Using the full marketing mix for the company’s marketing communications.
 Writingcopyforallmarketingcollateral, includingbrochures, letters, emailsand websites.
 Involvedindevelopingmarketingcampaigns, serviceoridea.Itisavariedrolethat includesplanning, advertising, publicrelations, eventorganization, company
development, distribution, sponsorship and research.
 Devising and presenting ideas and strategies.
 Writing & Verbal reports. (Daily, Weekly & Monthly)
 Preparing and delivering marketing plans within key objectives.
 Attending key conferences to manage booth, do customer interviews and focus groups.
 Preparation of contract from company and supplier.
 Planning, implementing, controlling, analyzing and reporting on the information gathered.
 Answering questions and instilling confidence.
 Making presentations and recommendations to the client.


Public Relation Officer/Liaison Officer:
(Philippine Overseas Labor Office, Philippine Embassy, Chamber of Commerce, MOFA)

 Preparation of Documents we need to submit and attests for the Chamber of Commerce, MOFA, POLO.
 Assist some of our clients to get visa in Philippine Embassy.
 Filing the documents for POLO-OWWA, MOFA & Chamber of Commerce.
 Arrange the documents we need to submit in POLO for accreditation of company in Philippines.
 Present arguments on behalf of an organization to government.
 Direct agencies supporting the incident, as well as concerned local government and environmental groups where and how to obtain incident status.
 Monitor incident planning and operations to identify inter

Recruitment Specialist في KRONA International Services Systems, Inc
  • الفلبين - Manila
  • أغسطس 2014 إلى مارس 2015

Project : Hyundai E&C | Samsung E&C | G.S Engineering
Handling Engineering & Skilled Workers Department


 Ensure Document Management accordingly to established procedures or standards (documents
numbering, formats, issuance, review, dispatch, recording and archiving)
 Maintain and manage electronic and hard copy documents as required.
 Process incoming documentation.
 Process outgoing documentation (transmit to Client and Suppliers/3rd parties)
 Makes sure that controlled copies of latest approved documents and drawings are distributed
internally and externally (Clients and Suppliers).
 Ensure control and coordination of projects documentation and data.
 Ensure all drawings/documentation are correctly identified, distributed and filed/stored
 General document control activities such as photocopying, scanning, analysis of suppliers
documents compliance with Project standards regarding numbering and all others aspect related
to document quality.
 Assistance in the preparation collation and issue of reports and registers as may be required
 Communicate and liaise with Project Teams, Suppliers/3rd parties to agree standards, systems,
efficient flow of documentation, handover and close-out of Project activity to ensure consistency
in document control as required.
 Monitor technical documents review and approval in accordance with agreed schedule
 Monitoring of documentation progress in cooperation with the project planner
 Produce internal and external (Clients and Suppliers) over-due reports
 Ensuring the use of standard used forms and templates
 Set-up Projects folders and facilitate Project communication process
 Establish and maintain the Master Document Register in cooperation with the Project team
 Collate, produce and submit QA (Quality Assurance) Documentation for Clients.

Recruitment Specialist في TUEM International Manpower Corp
  • الفلبين - Manila
  • يناير 2012 إلى يوليو 2014

Project : Hyundai E&C | Samsung E&C | G.S Engineering
Handling Engineering & Skilled Workers Department

Recruitment Officer في Ad’s Overseas Placement Agency Inc
  • أغسطس 2011 إلى يناير 2012
Recruitment Staff في OTG International Placements Agency
  • يونيو 2010 إلى أغسطس 2011

Handling Medical Staffs)
 Prepare and manage correspondence, reports and documents.
 Control, maintains and updates manpower plan and prepares related monthly and weekly
reports.
 Reviews recruitment paper work for completeness and accuracy such as job announcements,
employer’s qualification for each candidate they need, review the company industries if oil& gas,
building construction, chemical project etc.
 Source qualified applicants and conduct an initial interview thru phone and personal or walk-in,
evaluates candidates’ CVs or resumes and match them to suitable jobs.

Document Controller
  • إلى

2
management team for sourcing
Marketing:
 Sending emails, calls, inquiry to all clients.
 Attending Meetings with the clients.
 Doing market, researching, calling and follow ups.
 Creating marketing campaigns.
 Using the full marketing mix for the company’s marketing communications.
 Writingcopyforallmarketingcollateral, includingbrochures, letters, emailsand websites.
 Involvedindevelopingmarketingcampaigns, serviceoridea.Itisavariedrolethat
includesplanning, advertising, publicrelations, eventorganization, company
development, distribution, sponsorship and research.
 Devising and presenting ideas and strategies.
 Writing & Verbal reports. (Daily, Weekly & Monthly)
 Preparing and delivering marketing plans within key objectives.
 Attending key conferences to manage booth, do customer interviews and focus groups.
 Preparation of contract from company and supplier.
 Planning, implementing, controlling, analyzing and reporting on the information gathered.
 Answering questions and instilling confidence.
 Making presentations and recommendations to the client.
Public Relation Officer/Liaison Officer:
(Philippine Overseas Labor Office, Philippine Embassy, Chamber of Commerce, MOFA)
 Preparation of Documents we need to submit and attests for the Chamber of Commerce, MOFA,
POLO.
 Assist some of our clients to get visa in Philippine Embassy.
 Filing the documents for POLO-OWWA, MOFA & Chamber of Commerce.
 Arrange the documents we need to submit in POLO for accreditation of company in Philippines.
 Present arguments on behalf of an organization to government.
 Direct agencies supporting the incident, as well as concerned local government and
environmental groups where and how to obtain incident status.
 Monitor incident planning and operations to identify inter-organizational problems from Philippines.
 Maintain a log of contacts, agreements and issues.

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4
 Draft employment offer letter and contracts for selected candidates/Selection process
 Serves as a trainer/instructor to newly hired staffs in our office.
 Posting internal job hiring at Work Abroad, Jobs Ville and Job street.
 Ensure all vacancies are filled with the suitable candidates within the targeted time.
 Arrange and assist the employers during the interview
 Generates recruitment related reports.
 Responds to employer and applicants’ inquiries.
 Answer phone calls for inquiries and follow-ups.
 Attend inquiries and questions thru phone or personal/walk-inapplicants.
 Assess and arrange applicant’s documents before sending
 Review vacancy list and select suitable candidates to be sent.
 Arrange/conducts telephone interview when needed.
 Obtains vacancy details from employers.
 Do field sourcing, JOB Fair and SRA (Special Recruitment Authority)in different parts of Manila and
provinces.
 Mobilization the line up for the employer’s interview.
 Prepare and encode shortlist & walk in applicants for interview.
 Investigate and check of various delays with regards to the mobilization of candidates.
 Communicate with candidates directly with regards the status of their application.
 For accepted/Selected applicants-we informs of their selections; briefs requirements needed,
documentation and placement fees, their salary, working terms and conditions of the companies.
 Prepares all essential documents and review of candidate documentation before submitting to
the processing department.
 Follow-up with the candidates for any specific information or documents requested by the
department/employer.
 Performs other job related duties as assigned.
 Serves as a trainer/instructor to newly hired staffs in our office.
 Performing routine clerical duties including the processing of mail, filing, photocopying, faxing,
scanning, data entry, scheduling of meetings related to recruitment procedures.
 Providing support to other staff members of the Recruitment if needed.
 Performing any other supporting tasks assigned by the boss.

HR Executive في King Punzalan
  • إلى
HR في ACME Co., Seitsiko D. Dueñas
  • إلى
Recruitment Officer في Raha Manpower
  • إلى

الخلفية التعليمية

دبلوم, Computer Science NCIV
  • في Greatways Technical Institute
  • فبراير 2011

Specialties & Skills

Customer Service
Tendering
Contracts
Marketing
Administration
RECRUITING
CONSULTING
DATABASE ADMINISTRATION
GOVERNMENT
HUMAN RESOURCES
LETTERS
OIL PAINTING
Tender Processing
Finance

اللغات

الانجليزية
متمرّس
الفيلبينية
اللغة الأم

التدريب و الشهادات

Volunteer at FIFA World Cup Qatar 2022 (الشهادة)
تاريخ الدورة:
December 2022

الهوايات

  • Reading Books, Playing Volleyball & Badminton, Watching Movies
    ACHIEVEMENTS - Best Marketing of the Year in Mahad Group of Companies December 2016 - Doha, Qatar - Best Employee of the Year in TUEM International Corporation June 2014 - Manila, Philippines - Assigned to handle the Contracts Administrator in Operators Qatar LLC. - Assigned as Team Leader of Recruitment to handle the project of Hyundai Engineering in Tuem Intl.