Assistant / Document Controller
Dalkia-EDF Middle East
Total years of experience :15 years, 7 Months
• Creating and managing the Work Order in Facilio (Order request/Weekly Report/Maintenance status).
• Support on O&M coordination activities (CMMS/Facilio/Duty Mobile)
• Develop a procedure for collecting & filing documentation/reports/drawing (Document Management System).
• Arranging the Purchase Request status from Facilio per Department.
• Write correspondence or memo and perform other clerical/administrative duties as needs arise.
• Preparing the O&M Monthly Report.
• Preparing the Man Days monthly report.
• Prepare operational reports (Inspection/MEP Drawing/Daily/Weekly/Monthly).
• Record & follow up on the tasks requested of the team.
• Prepare team schedules.
• Check, review, and submit a weekly team attendance report.
• Follow up the inventory of Office supplies.
• Supporting team members on administrative activities.
• Develop and maintain a contractor list (Completion Report).
• Gathering all HR related documentation, such as job offer, employment contracts.
• Set up interviews and issue relevant correspondence.
• Built positive relationships with recruiters to source external job candidates.
• Advertising vacant positions in different platforms and managing the employment process
• Interviewed and hired staff fitting job and team requirements.
• Update internal database.
• Assessed employee capabilities and development areas to maximize individual potential.
• Led staff satisfaction surveys to identify improvement areas and implement strategic solutions.
• Reduced staff turnover through improved training and incentive schemes.
• Answer Employees queries regarding HR related issues.
• Investigated and documented workplace grievances to eliminate future incidents.
• Knowledgeable using the business account such as Qiwa, Mudad, MOL etc.
• Maintained databases and filing systems to boost team efficiency.
• Preparing Employee Attendance/Timesheet
• Preparing the monthly Payroll.
• Support in providing the monthly Invoice for the Finance Dept.
• Directly reporting to the General Manager.
• Organizing and manage daily activities.
• Handling GM's in and out email information flow in a timely and accurate manner.
• Coordinated travel arrangements including flights and accommodation, in line with strict budgets and schedules.
• Working remotely in office clerical function.
• Coordinated travel itineraries within budget for varying schedule needs.
• Detailed accurate meeting minutes, promptly collating and distributing to managers and directors.
• Organized and coordinated meetings and conference calls with \[Number\]+ attendees.
• Supporting the admin teams and human resources department such as preparing the monthly Timesheet and gathering all filed leave request.
• Performed ad-hoc personal errands to fulfil varied support functions.
• Received and processed all payments on a daily basis.
• Kept accurate and updated filing systems with financial data, statements and associated records.
• Responsible for reconciling any discrepancies found in balancing at a batch level or at the end of the day.
• Organize all pertinent back up information to substantiate payment posting as necessary.
• Maintained impeccable records of securities payment.
• Evaluated financial information to detect and investigate suspected fraud.
• Organized financial documentation and statements with detailed and accurate information about transactions.
• Worked with large volumes of data, completed accurate calculations, and presented results in required formats.
• Upheld strict confidentiality and information protection standards for data.
• Completed accurate transactions following internal standards, industry best practices, and applicable regulations.
• Read and correctly interpreted documentation to understand key details and make accurate judgments about data.
• Monitored outstanding invoices and performed collections duties.
• Facilitated smooth billing operations by maintaining up to date records on pricing and billing details.
• Managed invoicing and payment processing operations.
• Managed billing reconciliations, resolving discrepancies swiftly and effectively.
• Executed billing tasks and recorded information in company databases.
• Handled account payments and provided information regarding outstanding balances.
• Processed billings, invoices and customer reimbursement claims with client satisfaction.
• Created improved filing system to maintain secure client data.
• Performed additional day-to-day administrative duties.
• Ensure effective customer relations with clients.
• Ensure that clients are served according to standard operating procedures from receiving of requests until releasing of results.
• Research and analyzes client data for product eligibility.
• Acts as Subject Matter Expert on Eligibility Process.
• Supports high quality work through conducting through quality audits and providing fact-based feedback on noted errors.
• Provides recommendation on procedural updates and processing guidelines, as required to ensure accurate processing
• Processes requests in an accurate and timely manner.
• Ensured that set production turn-around time are met.
• Regularly update workbooks of the team on the statuses of assigned workload.
• Support workload of other teams to balance load and peak period.
• Work with Team Lead in ensuring that the identified performance strengths are maintained if not further developed.
• Established prioritization to ensure that all loads are finished within set time of completion.
• Takes accountability with assigned transactions.
• Collaborated with teams to communicate and achieve desired quality standards and outputs.
• Encode data for the magazine appropriately
• Responsible for the maintenance of an up-to-date recording and filing of documents
• Verified documents and associated records to catch and resolve discrepancies.
• Performs other related functions as maybe assigned from time to time
• Oversaw organization, filing and retrieval of \[Number\]+ customer records.
• Compiled and analyzed data using Microsoft Excel and Access.
• Created databases and spreadsheets to improve inventory management and reporting accuracy.
• Compiled and analyzed data using Microsoft Excel and Access.
• Directed clients to personnel to address concerns, resolve complaints, or answer account-related questions.
• Added new data and notes to project and resource tracking spreadsheets.
• Prepares billing and Statement of Account.
• Monitors the monthly salary of the Security Guards.
• Responsible in filling all journal and check vouchers and other documents attached for future reference.
• Encoding, records invoices and delivery receipts.
• Conduct preliminary checking of time records of all security guards prior to payroll preparation.
• Conducted credit checks and monitored credit alerts.
• Helped team to improve strategies for resolving outstanding inquiries.
BSBA Major in Computer Data Management and Processing Lyceum of the Philippines University 1999-2005