RINALYN MAY GOMEZ

Directly reporting to the Project Director and three (3) Project Managers, providing full support for daily meeting schedules, official correspondences, project reports, and presentations.

Responsible for the timely, accurate, and efficient preparation and management of project documentation. Oversees document control activities including numbering, sorting, filing, storage, and retrieval of both electronic and hard-copy documents generated by technical and commercial teams across multiple project packages. Possesses extensive experience and a strong background in the Aconex document control platform..

Handling three packages in the project (Infra Phase 1 & 2 and Landscape Phase 1).

Supported audits and inspections by providing well-organized, up-to-date documentation, resulting in successful audit outcomes with no major findings.

Coordinated closely with consultants, contractors, and internal teams to ensure timely submission and approval of critical project documents.
Managed document control systems (e.g., Aconex, OneDrive, SharePoint) and ensured accurate metadata and indexing.
Successfully managed and controlled over 1, 000+ project documents, ensuring 100% compliance with company and client document control procedures.
Consistently met tight deadlines in a fast-paced project environment while maintaining high attention to detail and confidentiality

Directly Reporting to the Operations Manager and Procurement Manager worked as a team member
to perform and complete duties as needed, i.e organizing their schedule of meetings/appointments,
receiving their visitors, typing/composing correspondence letters/memos, send/reply to e-mails, typing
BOQ’s as required, making reports whether in word, spreadsheets and/or PowerPoint presentations.
• Organize OM’s flight schedule, hotel bookings & plan travel itineraries & coordinate with Travel Agent.
• Responsible for Office supplies inventory and request in monthly basis or as required and received the
items with proper documentation such as: receiving of invoice and delivery notes.
• Organized the documents received for OM’s approval and signature such as Petty Cash, Payment
Request & Certificate, Statement of Accounts, vacation leaves & OT requests and Letter request.
• Make Payment Requisitions for Suppliers based on Proforma Invoice and LPO issued, as needed and
necessary and maintain a logging system for future reference, to be approved by OM then send it to
Accounts (FM) to prepare the cheques.
• Approving in the system of all LPOs received from Procurement Officers for final approval & sign of OM.
• Receiving and reviewing PO requests from all Site Projects such as Internal Material Requisition (MRF)
and Procurement request for Construction Materials (PCM).
• Sending/forwarding MRF & PCM received from Site Team to Estimation for review & approval of EM.
Responsible for the distribution of approved requests (PCM & MRF) to Procurement Engineers and
Procurement Officers for the issuance of LPO, PO and/or Addendum Agreement.
• Maintain the log for all the issued Agreements/Addendum, LPO and PO against the PCMs & MRFs.
• Daily filing of documents (Agreement, LPO & PO) on the Archives file room as per Projects accordingly.
• Collect and arrange the Tender documents and distribute for legal review for quotation to Tender dept.
• Sending and floating inquiries for all Tender projects and arrange the quotations/proposals for various
tender invitations from different Clients and prepare the required documents for Technical and
Commercial proposal to submit completed tender to Client on or before submission date.
• Sending and floating inquiries for the specific materials for On-hand projects assigned as per PCM &
MRF requests received from Site projects.
• Analyze BOQ, technical data, specifications to determine the correct material needed for the projects.
• Maintain records of purchases, pricing, and payment terms for easy reference for future inquiries.
• Ensure that the products and supplies are high quality and materials approved.
• Maintain and update a list of suppliers and their qualifications, payment terms, delivery times for
potential future inquiries.
• Make a comparison sheet for the quotations obtained for every material including terms of payments
and delivery.
• Negotiation, ensuring that we receive the right quality at the right place and in accordance with our
timeline and the best deal for pricing including the payment terms and delivery times.
• Coordinate with Site Team on the quality and service provided by the Vendor/ Contractor and the
required actions if any, to maintain quality of service provided under the signed agreements / PO.

Duties & Responsibilities as Document Controller:
 Maintain electronic filing and archive system for the management of technical documentations such as tender documents, projects documents, commercial correspondence, quotations/proposals and shop drawings for easy issuance, storage and retrieval of documents.
• Project handled: CMW projects in Al Moqatra (Gymnasium Building)
• Manage and distribute construction documents like shop drawings, RFIs, Outsourcing proposal, Material Submittals, Document Submittal, Drawings submittal, Inspection Request and Subcontractor/Vendor prequalification submittals received from project teams per specified work procedures.
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
• Maintain an updated log of all incoming documents like drawings, RFIs, Submittals etc. and their distribution accordingly.
• Input document data information, drawings submittals into the standard registers ensuring that the information is accurate and up to date.
• Collect and arrange the tender documents and distribute for legal review for quotation to the Estimation department.
• Record all Tender Invitations and/or Inquiries being received from the Client and ensure proper distribution to the In-charge Engineers.
• Prepare inquiries and/or quotations/proposals for various tender invitations from different Clients and prepare the required documents for Technical and Commercial proposal to submit completed tender to Client on or before submission date.
• Typing of site documents such as daily reports, weekly reports and petty cash reports
• Typing, converting or making BOQ (Bill of Quantity) for tender submission as per instruction from PM or Project Engineers.

Duties & Responsibilities as Executive Secretary:
 Provide full administrative assistance to the Managing Partners such as:
Maintain /organize schedule of meetings and daily appointments
Applying tourist visas for various countries (for them including their families)
Organize flight schedule, hotel bookings, and plan travel itineraries for overseas and local business/personal trips.
Typing/drafting emails, correspondence/letters and memos as required
Received/reply e-mails (business/personal)
Send/receive fax, voluminous photocopying and scanning of documents & drawings.
• Maintain log for employee’s 201-file record, HR/PRO documents and other corporate documents with confidentiality in the data base system.
• Responsible for keeping and filing of administrative data according International Organization for Standardization (ISO).
• Add and edit prequalification/company profile using PowerPoint presentation for submission and for company file record.
• Assist our PRO/HR with regards to filing of documents such as visas, passports and labor contracts in the system for easy tracking with its confidentiality.
• Responsible for posting Ads online for job hiring in the company and call shortlisted applicants for interview, and prepare offer letter for newly hired employee as instructed.
• Responsible for Office supplies inventory and request in monthly basis or as required, and received the items with proper documentation such as: receiving of invoice and delivery note.

Projects Handled:
 Installation of 33/11kV Package Unit and Cable Works in Al Adla, Abu Dhabi
 Power Supply to Sir Baniyas Island, Abu Dhabi

 Provide full assistance to the Operations Manager, PM’s and all Engineers in administration and secretarial tasks (i.e. prepare correspondence letters to clients in different projects, make cash flow reports to all Engineers by weekly & monthly, prepare monthly timesheets to all staff & Engineers for payroll purposes, send/receive fax, voluminous photocopying and scanning of documents).
 Assume receptionist duties: answer phone, route calls, take messages and answering queries, greet visitors and determine whether they should be given access to specific individuals.
 Assist Project Managers and Engineers on the preparation of their reports, RFI’s or any requirements they need such as gathering of information, presentation, follow ups and updating of reports.
 Responsible for the distribution of all incoming projects, documents/drawings to concerned Engineers.
 Maintain DSL (Document Submittal Log), maintain proper filing of incoming/outgoing communications, and update all project document registers, drawings & other documents.
 Sending of drawing submittals to Consultant and Client by emails and by messenger and does proper filing of all Projects Submittals.
 Preparation of all technical submissions and ensure all submissions are submitted in timely manner.
 Appropriate approval/rejection are obtained and formally recorded, and all revisions are managed accordingly as part of document control process.
 Ensure that all revision and approval status of drawings are updated continuously and does proper filing and archiving of documents for historical purposes.
 Receive/forward documents to/from Admin office such as timesheets, leave requests, duty rejoining letters, pass slips. Route for signature of Operations Manager before forwarding to Admin.
 Receive/forward documents from/to HR department (i.e. Labor Contracts, Visa Cancellation, New Employment/Renewal of Visa, Insurance Application & Employees Passports) with its confidentiality.
 Maintaining all employees 201 File record in the data base system accordingly.
 Responsible for inquiries and request of Office supplies every month end.