Secretary/Document Controller/Procurement Material Coordinator/Spare Parts Data Package Coordinator
M.R. Al-Khathlan Co.
Total years of experience :15 years, 7 Months
Secretary/Document Controller
Project Procurement Department
•Ensure the smooth and adequate flow of information within the project to secure efficiency.
•Provide support to the manager and other office staff and coordinate all daily office activities.
•Arranges travel and accommodations for department staff.
•Assisted in the preparation of documents, presentations, and reports for internal and external meetings.
•Set-up and manage paper or electronic filing system, record information, updated paper work such as attendance records, correspondence or other materials.
•Responsible for scheduling meetings and maintaining calendars to ensure that meetings take place at the appropriate time and location.
•Responds to and resolves inquiries and questions.
•Receives and distributes incoming mail/correspondence.
•Maintains non-complex departmental record keeping and filing systems, including records such as material requisitions, quotation, technical bid evaluations, purchase orders and document submittals.
•Train and provide work direction to departmental staff as assigned/required.
•Observing best business practices and etiquette.
•Manage invoices review and ensure timely submission for payment in order to ensure smooth functioning of departmental activities.
•Controlling the flow of documents in and out of the department.
•Designing templates for documents, file types, and document databases.
•Manage document versions, ensuring that all team members have access to the most current versions.
•Provide insights and recommendations for process improvements.
•Inform management of any non-compliance with standards and specifications.
•Understand and apply the requirements for third party client approvals on projects as required.
Spare Parts Data Package (SPDP) Coordinator
Project Procurement Department
•Responsible for the preparation of Spare Parts Data Package Submittal Plan (SPDPSP) as per SAEP 31 and to be submitted for approval.
•Submit a Spare Parts Data Packages Status Report indicating the actual SPDPs submittal against plan date as per SAEP 31, Appendix B.
•Reviewing the packages submitted by the vendors/suppliers as per SAEP-31 before submitting to the client for review and approval.
•Coordinates with vendors/suppliers for the submission requirements of SPDP on daily basis.
•Conducting meetings with vendors or manufacturers to resolve any SPDP deficiencies after receiving the comments from the client.
•Participate in the weekly Procurement SPDP progress meeting with our client.
•Develops a non-complex SPDP Status Report and submit to our client on a weekly basis.
Project Material Coordinator
Project Procurement Department
•Develops and implemented a material tracking status report that improves the flow of our day-to-day activities.
•Preparing material request/proposal for materials and equipment’s needed in the project and obtain appropriate signature.
•Acts as point of contact in reviewing purchase orders, quotations, invoices and other reports.
•Expediting and ensuring that all materials and equipment needed in the project are delivered in a timely manner and improves our projects construction progress.
•Verifying all supporting documents of the equipment/material prior to material receiving inspection.
•Coordinates with the vendors/suppliers to resolve document deficiencies.
•Ensure distribution of materials and supplies to appropriate department or personnel.
Secretary/Graphic Artist
SURF, PRINT & GO DIGITAL PRINTING
Bayombong, Nueva Vizcaya
2012-2015
Secretary/Graphic Artist
CALATA-RIVERA PRINTING PRESS
Bayombong, Nueva Vizcaya
2006-2009
I graduated and received an award for Best in Desktop Publishing and Passed the Trade Test for Computer Technician