John Allan Alfonso

CSD
Responsible for the overall management as Executive Secretary to the Chief Project Officer of Post
Contract Supervision Services Department and with a team of almost 300 qualified staff comprising
Project Managers, Project Coordinators, Architects, Civil/Residence Engineers, QAQC, Safety, Planners,
Land Surveyors, Mechanical & Electrical Engineers and Quantity Surveyor Responsible to perform all
task required to ensure that the CPO are wholly supported in all areas of administration, reporting and
management of their agendas for continual supervision which supervised all On-Going under-
construction projects (more than 50 total on-going projects, (Residential/Commercial Towers,
Villas, Mosques, Mix Used, Hotels, Schools)
* Responsible in making sure that projects teams and offices run smoothly and providing support
systems for top management.
* Coordinating and organizing large teams and performing various administrative duties, such as
organizing project meetings and work order management.
* Continuously monitors the status of projects when the project will be started/completed, required
Extension of Time, required additional/reducing staff.
* Proposed qualified team for new projects.
* Monitoring the availability of all Staff consist of project managers, project coordinators,

under Construction Supervision Department.
* Responsible in making sure that project meets the required staff deployment
* Arranges to prepare a monthly progress report on all projects through the respective Project
Managers and reviews the same promptly for onward submission to the General Manager.
* Ensures that the Project Database is updated regularly with weekly deployment details and is
ready at all times for compliance audit.
* Monitors staff strengths to identify manpower needs in time.
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* Closely monitor the progress status of projects & update the progress of construction
development works. Prepare progress reports to the Management and as necessitated by the
Contract.
* Assist to interact / coordinate with other Department Heads, mainly HR Department, Accounts,
Structural, Architectural and Quantity Survey departments, to ensure smooth flow of documents
within each department and to ascertain the timely & accurate preparation and issue of all
drawings & documents, ensuring successful project completion on schedule of submission.
* Maintaining job files and correspondences, ordering and sending drawings, tacking all
documents, validating insurance and changing orders.
Additional:
* Receives and screens incoming calls for CPO-CSD/ the department, taking messages and
transferring calls.
* Sorts mails and documents as per required by CPO-CSD/ the department and prepares
correspondences.
* Prepares presentation materials and documents (e.g. charts, etc.)
* Maintains systematic and proper filing of documents for easy access.
* Performs routine date-entry for CPO-CSD/ the department.
* Coordinates with various internal and external parties for any communication to be disseminated.

For three 3 Project Directors)
Having the overall responsibility as Technical Secretary to the (3) Project Directors, responsible in
making sure that Project’s Design Team meets all the obligations under the terms of the design contract
with quality of design, achievement of program objectives and all technical & contractual matters to
ensure that the Client requirements on all aspects are met.
Responsibility includes:
* Daily correspondence, memorandums,
* Assist in the preparation of Tender / Bids by providing technical information required.
* Assist to conduct / coordination meetings and distribute all circulars, data sheets, drawings and
specifications issued by the client to the concerned Heads of Departments through internal
memos.
* Closely monitor the progress status of projects & update the progress of design development
works. Prepare progress reports to the Management and as necessitated by the Contract.
* Assist to interact / coordinate with other Department Heads, mainly Design Studios, Services,
Structural and Quantity Survey, to ensure smooth flow of documents within each department and
to ascertain the timely & accurate preparation and issue of all drawings & documents, ensuring
successful project completion on schedule of submission.
* Closely coordinate with Technical Affairs Section on status of Statutory Approvals and follow-up
on the same.
* Coordinate with Tender / Bid Department in the development of company Bid / Proposal
submittals.
* Attend Contractor’s tender queries, issue all tender bulletins.
* Provide support to P.D. to ensure tender stage is run smoothly.
* Liaises with all disciplines on modifications required.
* Assist/provide necessary data/ information required by the P.D. for the preparation of reports
(includes, progress report, delays, pending) for submission to Client.
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Additional Duties:
PROJECT COORDINATION (including but not limited to):
* Coordinates with various departments for ad-hoc projects or requirements and ensures that the
project deliverables from concept design stage up to the construction stage are made available on
time.
* Coordinates with the Directors of Pre-Contract Services and the Design Engineers on the
submissions and approvals by the statutory authorities.
* Coordinates with various internal and external parties for any communication to be disseminated.
* Coordinates with the Site Team on the electrical, mechanical and fire & Life safety related issues
of the project.
* Liaises with external parties to ensure progress of projects.

Establishes a document filing system for hard copies of all incoming and outgoing documents.
* Registers, files and retrieves all incoming and outgoing documents.
* Maintains all documents in accordance with the project communication protocols and the
document control project procedures.
* Uses Electronic Filing System document management software to file soft copies of all incoming
and outgoing documents, which is to be kept up to date at all times.
* Reviews the incoming and outgoing drawings, reports, checking for completeness and accuracy
of drawing transmittal sheets, and notifying the consultants accordingly.
* Collects Tender Queries from Contractors and distribute to concerned parties and responded at
the earliest possible time.
* Maintains, under the direction of the design manager, a register of all design drawings, design
reports, application for payments, invoices and specifications fully updated with the latest
revisions.
* Maintains copies of all submitted and approved contractors’ shop drawings and calculation files.
* At project completion, the senior document controller is responsible for the archiving of
documents and the hand-over of all required documentation to the client, under the direction of
the project controls engineer/scheduler.
* Provide administrative and clerical support to departments or individuals.
* Prepare and maintain logs and spread sheets, process incoming and outgoing mail, track the
dispatch of the outgoing and incoming correspondence, maintain departmental records
* Operate office equipment, such as fax machines, copiers, or phone systems and arrange for
repairs when equipment malfunctions
* Answer telephones and give information to callers, take messages, or transfer calls to appropriate
individuals.
* Schedule meetings and arrange conference rooms.
HR ASSISTANT/ OFFICE ADMINISTRATION (including but not limited to):
* Provide full administrative support to the Project Director, Design Manager, and Project
Coordinators and to the design team including the sub-consultants.
* Prepares correspondences such as letter, transmittals and Request for Information (RFIs).
* Ensures that all reports, correspondences, drawings and other documents are in proper formats
* Coordinates with Sub-consultants and follows-up the deliverables to ensure the timely completion
and onward submission to the client.
* Coordinates with the client and the project management team to ensure proper transmission of
information and documents from office to client and vice versa.
* Undertake any other ad hoc projects/duties assigned staff who have direct responsibilities of the
project.
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* Coordinate Human Resources and Administration processes and tasks
* Act as liaison between clients, guests and executive staff
* Manage calls, inquiries and appointments with HR and other departments
* Monitor Office supplies, place orders and monitor expenses
* Prepare correspondences as needed
* Screening applicants and CVs

16 TOTAL YEARS of experience including 11 years in the GCC in Office Administration, document
controller and Secretarial functions under the company’s top management & as Billing Clerk /
Import Petty Cash Custodian in Philippines.

Import Petty Cash Custodian
* Preparation of import billing charges.
* Prepared billing invoice based on the agreed rate.
* Act as Petty Cash Custodian of the Import Department
* Encashment of cheques at authorized agent bank.
* Check and verify all segregated invoices if the attachments are complete and if complies with the
customers’ requirements.
* Coordinate with clients thru telephone regarding details of their billing invoices.
* Monitor and maintain CSR (Customer Service Record) files.
* Participate, cooperate and comply with all requirements in all documentation, training,
implementation and maintenance of the company’s Quality System and other services to ISO
certification and Total Quality Management.
* Daily updating, weekly submitted to accounts, monthly tally to accounts