Lodie Joy Labarinto

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

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.

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.

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.

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.

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.

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.

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.