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Lodie Joy Labarinto, Administrative Officer | Document Controller

Lodie Joy Labarinto

Administrative Officer | Document Controller·BIM Design LLC

Qatar

Bachelor's degree, Bachelor of Science in Hotel,Restaurant and Management major in Management

Work experience

Total years of experience: 8 years, 11 months

Administrative Officer | Document Controller

May 2025 - Present

BIM Design LLC

Doha, Qatar

May 2025 - Present

Key Responsibilities:

1. Administrative Coordination
• Oversee and support office operations for smooth workflows.
• Coordinate scheduling, logistics, and internal communications.
• Prepare, proofread, and manage official documents and reports.
• Supervise filing, tracking, and storage of records.
• Monitor office inventory, procurement, and vendor relations.
• Assist in implementing company administrative procedures.

2. Document Control
• Organize and maintain project documents including drawings and reports.
• Ensure compliance with company standards and client requirements.
• Implement version control, naming conventions, and tracking systems.
• Distribute controlled documents timely to teams and clients.
• Maintain digital and physical archives for audit readiness.

3. HR Support
• Assist in maintaining employee records, attendance, and timesheets.
• Support onboarding/offboarding including document collection and ID prep.
• Prepare HR correspondence such as memos and certificates.
• Coordinate communications on policies and compliance.
• Maintain confidentiality of personnel information.

4. Accounts Support
• Assist with organizing receipts, invoices, and petty cash documents.
• Help prepare expense summaries and supplier payments.
• Coordinate with Accounts for filing, data entry, and reconciliation.
• Ensure financial records are complete and audit-ready.

Core Competencies:
• Administrative leadership
• Document management expertise
• Interdepartmental coordination
• Attention to detail
• Confidentiality and integrity
• Multitasking and prioritization
• Communication and interpersonal skills
• Problem-solving and initiative
• Proactive work ethic
• Compliance and standards awareness

Company industry:
Architecture
Job role:
Administration

Branch Operations Supervisor

October 2024 - March 2025

Alpina Group

Doha, Qatar

October 2024 - March 2025

Project Accomplished

Duties & Responsibilities:

• ERP & CRM System Utilization Bitrix24:
Use to track and manage customer interactions, ensuring all customer-facing documents, contracts, and communications are properly stored, updated, and accessible.

• Taking online leads and ensure all client-related documents, contracts, and communications are appropriately managed, stored, and retrieved using the CRM system.

• Document Management: Create, organize, and maintain document records for projects, contracts, and other important company documents.

• Manage the distribution of documents internally and externally, ensuring the right people receive the right documents at the right time.

• Creating template and Enter document details into document management systems and maintain an organized database.

• Oversee and manage day-to-day operations of the branch, ensuring smooth and efficient functioning of all activities.

• Supervise branch staff, providing leadership, guidance, and support to ensure team members perform their duties effectively.

• Prepare Contract Agreements

• Monitor and maintain high customer service standards, addressing customer concerns and ensuring overall satisfaction.

• Ensure compliance with company policies, procedures, and regulations in all branch activities.

• Prepare and review branch reports, including financial, operational, and performance metrics, and present findings to upper management.

• Assist in the recruitment, training, and development of branch staff to ensure the branch operates at optimal performance.

• Manage branch inventory, ensuring stock levels are accurate, and orders are made as needed to avoid shortages or excess inventory.

• Coordinate with various departments, such as finance and HR, to ensure seamless branch operations.

• Conduct regular audits of branch operations, ensuring accuracy and efficiency in all financial and operational processes.

• Implement and improve operational procedures and workflows to enhance productivity and reduce costs.

• Take responsibility for handling branch-level complaints, incidents, or issues, ensuring resolutions are reached in a timely manner.

• Ensure the branch complies with health, safety, and security standards.

Company industry:
Administration Support Services
Job role:
Administration

PROJECT ADMIN / DOCUMENT CONTROLLER

July 2024 - October 2024

CREDO TRADING WLL.

Doha, Qatar

July 2024 - October 2024

PROJECT ACCOMPLISHED

Duties & Responsibilities:

• SAP Integration: Utilize SAP to manage material and procurement
documentation, track project documents and update related records.

• Ensure all document management activities are aligned with SAP processes for
effective tracking and reporting of PO & SO.

• Material Management in SAP: Use SAP for ordering, purchasing, and
tracking materials, ensuring that all documents related to the material
procurement process are accurate and up to date.

• Document Management: Create, organize, and maintain document
records for projects, contracts, and other important company documents.

• Ensure that the correct and most up-to-date versions of documents are
accessible to relevant stakeholders.

• Manage the distribution of documents internally and externally, ensuring
the right people receive the right documents at the right time.

• Conduct periodic audits of document records to ensure compliance and
address any discrepancies. Ensure proper storage of documents and that
they are easily retrievable when needed.

• Collaboration: Work closely with project managers, engineers, and other
team members to ensure proper handling of documents across various
departments.

• Managed the full lifecycle of project documentation, including creation,
revision, distribution, and archival, ensuring compliance with company and
client standards.

• Administered document control processes using industry-standard tools and
software to maintain organized, accessible, and secure records.

• Utilized SAP for end-to-end procurement processes, including material
requisition, purchase order creation, vendor coordination, and invoice
reconciliation.

• Collaborated with suppliers to source materials, negotiate terms, manage
lead times, and resolve delivery issues to meet project deadlines.

• Acted as a liaison between clients, internal teams, and external
stakeholders, ensuring alignment on project objectives and requirements.

• Scheduled and facilitated project meetings, prepared agendas, recorded
minutes, and tracked action items for follow-up.

• Monitored inventory levels, tracked material usage, and coordinated
reordering to prevent delays in project execution.

• Generated regular reports on procurement activities, project
documentation, and material tracking for management review.

• Conducted quality control checks on all documentation and procurement
processes to ensure accuracy, consistency, and compliance.

Company industry:
General Engineering Consultancy

Branch Admin Supervisor

July 2021 - June 2024

HUB BUSINESS CENTER

Doha, Qatar

July 2021 - June 2024

Duties & Responsibilities:

• Document Management: Ensured all files and records were up to date in the system and hard copies, using a master list, color-coded files, and tracking sheets.

• Financial Management: Handled financial bank transactions, received tenant payments, and ensured the proper processing of bank transactions.

• Contract Preparation: Prepared and reviewed legal contracts for HUB Business Center and new tenants, ensuring accuracy and compliance.

• Preparing HUB Business Center legal contract and reviewing submitted legal documents of new tenants.

• Ensuring the satisfaction of all the tenants and visitors.

• Attending meetings and taking a record, minutes of meetings and distributing the same as instructed.

• Provides full secretarial and administrative assistance including organizing and managing the calendar, making and arranging appointments, sending out invitations and reminders, preparing and monitoring departmental expenses.

• Greets and receives all visitors in a pleasant and courteous manner, informing the concerned colleague that their visitor has arrived.

• Ensures that the switchboard is well managed and ensures effective maintenance of the reception area as well as meeting rooms.

• Directs all incoming phone calls and emails and follows-up when necessary.

• Prepares travel arrangements in a time-efficient manner.

• Follows-up with external parties for meetings, updates and documentation as directed.

• Provides logistical support for meetings and travel arrangements.

• Assists where necessary in the management of accurate document control including outgoing and
incoming courier/ faxes.

• Maintains records and filing systems, manages stationery and ensures efficient office operations.

• Works independently to ensure closure and timely maintenance of responsibilities.

• Ordering Office supplies, fuel, mobile packages.

• Preparing internal memo and communications.

• Ensuring the satisfaction of all the tenants and visitors.

• Attending meetings and taking a record, minutes of meetings and distributing the same as instructed.

• Updating weekly report for Branch and report directly to CEO.

• Responsible in monitoring staff performance and daily operation.

• Supporting administrative and handling extra projects as needed.

Company industry:
Real Estate
Job role:
Administration

Secretary/Admin Coordinator/ Document Controller

July 2021 - June 2023

HUB Business Center

Doha, Qatar

July 2021 - June 2023

Duties & Responsibilities:

• Document Management & Data Entry: Created templates, entered document details into management systems, and maintained an organized database.

• Conducted audits to ensure compliance and address discrepancies, ensuring easy document retrieval.

• Client Relations: Acted as the primary liaison for client inquiries, fostering strong relationships, and ensuring customer satisfaction. Conducted engaging tours for prospective clients, highlighting the HUB Business Center’s services.

• Contract & Invoice Management: Drafted and managed contracts, invoices, purchase orders, and receipts with precision.

• Ensured compliance with documentation standards for financial transactions.

• Administrative Support: Handled administrative requests and public relations inquiries. Managed phone calls, relayed messages, and ensured timely communication between departments and clients.

• Handle administrative requests and public relations inquiries, acting as a point of contact for clients, both internally and externally.

• Manage phone calls, relay messages, and ensure timely communication between departments and clients.

• Prepare Contract Agreements

• Prepare Local Purchase Orders (LPOs), invoices, and issue receipts as necessary, ensuring proper documentation for financial transactions.

• Conduct in-depth tours for new clients, explaining the HUB Business Center’s services and benefits, ensuring a positive first impression.

• Manage and organize all outgoing correspondence, ensuring that all documentation is accurately prepared and delivered to the appropriate recipients.

• Schedule meetings, prepare agendas, and coordinate necessary materials for meetings, ensuring all parties are well-prepared.

• Create and modify documents using Microsoft Excel, PowerPoint, Publisher, and Word, ensuring high-quality and professional output.

• Maintain up-to-date records, ensuring proper filing, labeling, and secure storage of all documents, including digital and hard copies.

• Implement and maintain document control systems, ensuring that documents are easily retrievable, and compliance with company standards is achieved.

• Support audits and help maintain document security to protect confidential information and ensure compliance with regulatory standards.

• Ensure proper version control for all documents, guaranteeing that the latest and most accurate versions are in use across departments.

• Collaborate with internal teams to streamline document management processes, improving efficiency and ensuring accuracy in the document handling system.

Company industry:
Real Estate
Job role:
Administration

Sales Administration Assistant

March 2019 - July 2021

Batteel Caffe - Qatar

Doha, Qatar

March 2019 - July 2021

Sales Admin Assistant
Green Oasis Establishment: Batteel Cafe| Bakery| Catering Service - Doha
March 2019 to July 2021
Administrative Support: Assist the sales team with daily administrative tasks, including scheduling meetings, managing calendars, and preparing necessary documentation.​
Order Processing: Handle customer orders from receipt to fulfillment, ensuring accuracy and timely delivery.​
Customer Communication: Serve as a point of contact for clients, addressing inquiries, providing product information, and resolving issues to maintain high customer satisfaction.​
Sales Reporting: Prepare regular sales reports, track performance metrics, and analyze data to support sales strategies.​
Inventory Coordination: Monitor stock levels, coordinate with inventory management, and assist in replenishment to meet sales demands.​
Documentation Management: Maintain organized records of sales transactions, contracts, and client communications, ensuring easy retrieval and compliance with company standards.
Event Coordination: Assist in organizing promotional events, product launches, and exhibitions to enhance brand visibility and support sales initiatives.

Company industry:
Catering, Food Service, & Restaurant
Job role:
Administration

Expediter/Supervisor

November 2017 - December 2018

E.L Hardware & Construction Supply, Minimart and Services

Tantangan, Philippines

November 2017 - December 2018

Sr. (Sole Proprietor)/ Family Business Name: E.L Hardware & Construction Supply, Sari-Sari Store and Services
Designation: Expediter/Assistant Supervisor

Duties and Responsibilities:

• Involved in running our family business this includes Hardware and Construction Supply, Mini Grocery and Services.

• Responsible in checking items in and out such as spare parts, corrugated bars, tubes and other material supplies

• Ensures sufficient stocks/items in Hardware and Construction Supply.

• Conduct twice a month Inventory in Hardware and Construction Supply and Mini Grocery to ensure the sufficient stocks items.

• Expedite Suppliers Order to meet the Demand of the Customer.

• Supervise manpower and implement standard policies and procedure for the benefit of the business and workers welfare.

• Execute excellent customer service skill.

Company industry:
Retail & Wholesale
Job role:
Sales

Guest Service Assistant

April 2017 - November 2017

JFC FOOD CORPORATION under ARRAY FOOD CORPORATION: Greenwich Pizza and Pasta Restaurant

Koronadal, Philippines

April 2017 - November 2017

Duties and Responsibilities:

• Have experienced in Five touch point duty as Dinning Crew.

• Have experienced work under pressured and time management.

• Responsible for packing guest take-out foods and beverages.

• Responsible for standard opening and closing procedure of the store.

• Responsible and Ensures proper food Safety of the products and sanitary hygiene.

• Ensure the cleanliness of the store, do bussing, moping and stewarding.

• Conduct inventory before and after the opening and closing of the restaurant and endorse it for the next reliever.

• Coordinate and work closely with the Co-workers, Team Leaders, Supervisors, and Restaurant Manager for the smooth flow of the operation.

Company industry:
Food & Beverage Production
Job role:
Hospitality and Tourism

Education

STI College Koronadal

March 2023

March 2023

Bachelor's degree, Bachelor of Science in Hotel,Restaurant and Management major in Management

Philippines

Tantangan National High School (TNHS)

March 2013

March 2013

High school or equivalent, Secondary Education

Philippines

SECONDARY SCHOOL Tantangan National High School (TNHS) June 2009- March 2013

Skills

Food Industry
Expert
Food Industry
Expert
Event Conceptualization
Expert
Event Conceptualization
Expert
Admin Assistant
Expert
Admin Assistant
Expert
Microsoft Office
Expert
Microsoft Office
Expert
Adaptability
Expert
Adaptability
Expert
Office Administration
Expert
Office Administration
Expert
Marketing
Expert
Marketing
Expert
Order
Expert
Order
Expert
Office Work
Expert
Office Work
Expert
Problem Solving
Expert
Problem Solving
Expert
COMPUTER HARDWARE
Expert
COMPUTER HARDWARE
Expert
Management
Expert
Management
Expert
MANAGEMENT
Intermediate
MANAGEMENT
Intermediate
SAP APPLICATIONS
Intermediate
SAP APPLICATIONS
Intermediate
CUSTOMER RELATIONSHIP MANAGEMENT
Intermediate
CUSTOMER RELATIONSHIP MANAGEMENT
Intermediate
ENTERPRISE RESOURCE PLANNING
Intermediate
ENTERPRISE RESOURCE PLANNING
Intermediate
MICROSOFT OFFICE
Intermediate
MICROSOFT OFFICE
Intermediate
INVENTORY CONTROL
Intermediate
INVENTORY CONTROL
Intermediate
ADMINISTRATIVE SUPPORT
Intermediate
ADMINISTRATIVE SUPPORT
Intermediate
TEAM LEADERSHIP
Intermediate
TEAM LEADERSHIP
Intermediate
SALES STRATEGY
Intermediate
SALES STRATEGY
Intermediate
BARTENDER
Intermediate
BARTENDER
Intermediate
Mail
Expert
Mail
Expert
INVENTORY MANAGEMENT
Expert
INVENTORY MANAGEMENT
Expert
POLICY ANALYSIS
Expert
POLICY ANALYSIS
Expert
COOKING
Intermediate
COOKING
Intermediate
FRONT OFFICE
Expert
FRONT OFFICE
Expert
MICROSOFT EXCEL
Expert
MICROSOFT EXCEL
Expert
BILLING
Intermediate
BILLING
Intermediate
BARISTA
Intermediate
BARISTA
Intermediate
ADMINISTRATIVE
Expert
ADMINISTRATIVE
Expert
Purchasing
Expert
Purchasing
Expert
Office Management
Expert
Office Management
Expert
Procurement
Intermediate
Procurement
Intermediate
Typing
Expert
Typing
Expert
Materials
Intermediate
Materials
Intermediate
Administration
Expert
Administration
Expert

Social profiles

Personal Website
Personal Website

URL removed due to policy violation. Please contact support for further information.

Languages

English
Expert
Filipino
Native Speaker

Training and Certifications

Training
FRONT & BACK OFFICE ADMIN SUPPORT
ASTORIA BORACAY, STATION 1, MALAY, AKLAN
Dec 2017
Housekeeping Department
Crown Regency Institute of Tourism and Hospitality
Apr 2016
Food and Beverage Service
Water Front Insular Hotel Davao
Apr 2015
Software Proficiency Certification Program
STI College Koronadal
Mar 2016