Olivia B.

Sanchez
Projects Coordinator/Business Development Officer/Research
Assistant/Document Control/Executive Secretary/Administrative/HR Assistant

With Qatar Driving License

Mobile Number : 30182256
E-mail address: oliviasanchez691@yahoo.com

Dear Sir/Madam,

EDUCATION
Bachelor of Science for Social
Work
Pamantasan ng Lungsod ng
Maynila (State University of
Manila),
Manila, Philippines, 1997
PROFESSION
Social Worker, Public
Administrator
NATIONALITY
Filipino
MEMBERSHIPS
Philippine Association of Social
Worker Institution (PASWI)
LANGUAGES
English, Tagalog
ELIGIBILITY/PROFESSIONAL
BOARD
LICENSURE EXAMINATION FOR
SOCIAL WORKER, Professional
License No. 11089 (1997)
RELEVANT PROJECT
EXPERIENCE
AL Huwaillah P059 Project
F-Ring Road
Infrastructure Priority Package
Education City, Doha Qatar
DIFC Projects (Gate Village) Dubai,
UAE
CP08 (Twin Tower), Dubai UAE
World Trade Center, Dubai UAE
It is with great interest that I look forward for an opportunity to work to your
reputed organization. I enclose my resume and other documents for your
consideration. I am applying for HR Assistant or Administrative Coordinator
or Document Controller Position.
Review of my credentials will confirm that I am capable of serving as the main
point of administrative, management support of business operations by
providing efficient assistance to the higher management and all the staff in the
company. I possess over 20 years of experience as Administrative Support
reporting directly to the Directors and Administration works including HR and
Office Management functions. Capable of formulating, implementing and
developing process operations, procedures and service standards with top to
bottom line administration thus achieving the business goals for business
excellence. Demonstrated abilities in keeping confidential matters of the
business to gain trusts and ensure the protection and welfare of the business.
From my previous jobs I gained working knowledge with short courses and
trainings of MS Windows and related word processing, spreadsheet, and
database software. Working knowledge of EDMS (Electronic Document
Management System) and DMCS (Document and Material Control System).
Understanding of how to identify and handle drawings and other technical
engineering documents. I have knowledge of SAP System, BIW, Project
Minder, ACONEX and HRMS, IMIS, Beams system.
I understand that working for your organization requires a candidate who is
team oriented and is able to deal with higher management and people in
various departments. I am confident that I possess these skills, which will help
me to perform the job efficiently and effectively. I have proven record of
working closely with top management and I am considered to be good as an
HR and Administrative position. I adapt easily to any new environment and I
am a quick learner.
My goal is to transit my enthusiasm, creativity and experience into a position,
where I continue to provide the strategic and systematic operational/office
administration and that my presence in your team will prove to be beneficial
with your organization. As such, I would welcome an opportunity to speak with
you to evaluate your needs and share my ideas.
Thanking you.

Sincerely,

Olivia B. Sanchez

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Olivia B. Sanchez
Projects Coordinator/Business Development/ Research Assistant/Admin Secretary/Administrative/HR Assistant

PROFESSIONAL EXPERIENCE
SECRETARY cum DOCUMENT CONTROLLER
AL HUWAILLAH P059 PROJECT
F-RING ROAD PROJECT
EDUCATION CITY PROJECT (INFRASTRUCTURE CLOSED-OUT PROJECTS)
KEO International Consultants
Doha Qatar
October 2010 to date

Roles & Responsibilities

• Establishes and maintains document archiving and retrieval systems, prioritizing the flow of project
reports/correspondence and ensuring timeliness in the handling, processing, and resolution of requests,
requirements, or problems
• Establishes and maintains follow-up files and confidential files for Resident Engineer.
• Maintains an established submittal control and data distribution system and schedule for the assigned
project based upon client, project, and supplier requirements. Utilizes document control software systems
such as expedition to document, log, distribute, provides record retention and archiving of all project
letters, transmittals, memos, faxes and invoices.
• Expedites review, signature approval, and release of supplier and internally produced project documents.
• Establishes and maintains files and computerized indexes for active documents, contract administration
agreements, contracts and amendments.
• Review, catalogue and distribute all consultant drawings, shop drawings and other submittals as required
by the Project Manager.
• Receive all Sub-consultants’ drawings, log in, review and distribute as required by P.M.
• Receive and log all shop drawings. Review with PM and distribute.
• Provide preliminary review of shop drawings for conformance.
• Prepare change notice summaries for owner/construction manager review.
• Ensure timely review of submittals by Architects and review.
• Scan and database the approved shop drawings. Keep current hard copies and file supersede version.
• Take photographs and damage/condition photographs for Vehicle Transportation Report which needs to
submit every 15th and end of the month
• Follow-up on deficiency lists and assist with scheduling and coordinating sub trades.

EXECUTIVE SECRETARY/HR/ADMIN COORDINATOR

Ali Bin Ali Technology Solutions
Doha, Qatar
July 2009 – April 2010
h

Secretarial Specific Responsibilities:

• Providing the Head of the division/team with the daily efficient administrative support to operate and run
business smoothly on daily basis.
• Provide a wide variety of senior administrative support
• Take charge of GM schedule, organizing travel and meetings as necessary, rearranging schedules to
accommodate changes.
• Anticipate workflow, prioritize and follow through on tasks to completion.
• Review of mail, e-mail and calendar as appropriate along with coordinating & arranging internal
meetings, offsite conferences and training.
• Maintain the confidentiality of all information.
• Provide general office support as required, mail, filing systems, expense report processing & sharing
assignments with other support staff.
• Coordinate with external clients for meetings, conference calls and special events.
• Prioritize and anticipate the needs of the GM
• Co-ordinate and manage the events related to the GM

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Olivia B. Sanchez
Projects Coordinator/Business Development/ Research Assistant/Admin Secretary/Administrative/HR Assistant

• Co-ordinate the activities (sales/operations) between the GM and the team members.
• Manage the resources of secretarial and receptionist work
• Ensure the implementation of the existing policies and procedures
• Prepare reports upon requests.
• Manage, organize, and update relevant data using database applications.
• Communicate and provide information by relevant methods internally and externally to assist and enable
organizational operations and effective service to connecting groups.
• Interpret instructions and issues arising, and then implement actions according to administrative policies
and procedures.
• Research and investigate information to enable strategic decision-making by others.
• Arrange and participate in meetings, conferences, and project team activities.
• Communicate and liaise verbally and in writing between customers/suppliers/visitors/enquirers and
relevant staff, and interpret and respond clearly and effectively to spoken requests over the phone or in
person, and to verbal or written instructions.
• Supervise the secretary’s preparations of Business Visa, Visa Extension, and Exit Permit of the team
upon requests with coordination of ICT Admin team.
• Supervise the process of tickets booking and hotels reservation upon requests.
• Supervise and coordinate for the Letters requested by employees with coordination of ICT Admin Team.
• Establish and maintain effective working relationships with co-workers, supervisors and the general
public.
• Communicates with other divisions concerning a certain matter (as per need).

HR/Admin Specific Responsibilities;

• Business trip and training requisition

• Recruitment
• Assists Newly joined employee:
• Assists the employees in applying and processing of their:
o Leave request
o Joining from leave
o Request for family visa
o Car allowance advance
o Special allowance
o Promotion
o Resignation
• Initiate Termination of employees as requested by their respective Supervisor
• Change of status (Marriage, Promotion)
• Processing of Probationary service
• Tracking and control employees’ passport (for renewals and exit permit)
• Distribute payslip
• Request HRD a job posting in the newspaper and internet (if requested)
• Scanning documents (sending and filing electronically)

ADMINISTRATIVE ASSISTANT/PROJECTS ADMINISTRATOR/DOCUMENT CONTROLLER /HR

COORDINATOR/EXECUTIVE SECRETARY OF MANAGING DIRECTOR
Hopkins Architects Dubai Ltd.
Sheik Zayed Road, Dubai UAE
August 2005 – June 2009

POSITION OVERVIEW:

Provides and organizes administrative support for a major sector for the Project/ Office/Manager/Company
Directors of a major project task force. Completes a variety of routine and non-routine tasks and projects in
accordance with company policies and procedures, or as directed by immediate supervisor.

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Olivia B. Sanchez
Projects Coordinator/Business Development/ Research Assistant/Admin Secretary/Administrative/HR Assistant

SPECIFIC RESPONSIBILITIES:
Business Devt. Assistant/ Administrative Assistant/Projects Coordinator/Documents Controller (DIFC
Projects, CP08, Dubai World Trade Center mixed used Project)

• Primary liaison between two or more groups, ensuring timely and accurate distribution of information and
materials.
• Establishes and maintains document archiving and retrieval systems, prioritizing the flow of project
repots/correspondence and ensuring timeliness in the handling, processing, and resolution of requests,
requirements, or problems.
• Establishes and maintains follow-up files and confidential files for immediate supervisor.
• Keeps informed concerning company, unit, and project policies and procedures. Make recommendations
for additions or revisions to existing policies. Serves as focal point for gathering newly-published policies
and the dissemination of materials.
• Maintains an established submittal control and data distribution system and schedule for the assigned
project based upon client, project, and supplier requirements. Utilizes document control software systems
such as expedition to document, log, distribute, provides record retention and archiving of all project
letters, transmittals, memos, faxes and invoices.
• Expedites review, signature approval, and release of supplier and internally produced project documents.
• Establishes and maintains files and computerized indexes for active documents, contract administration
agreements, contracts and amendments.
• Review, catalogue and distribute all consultant drawings, shop drawings and other submittals as
required by the Project Manager.
• Receive all Sub-consultants’ drawings, log in, review and distribute as required by P.M.
• Receive and log all shop drawings. Review with PM and distribute.
• Provide preliminary review of shop drawings for conformance.
• Prepare change notice summaries for owner/construction manager review.
• Ensure timely review of submittals by Architects and review.
• Scan and database the approved shop drawings. Keep current hard copies and file supersede version.
• Take progress photographs and damage/condition photographs
• Follow-up on deficiency lists and assist with scheduling and coordinating sub trades.
• Assist with ordering construction material and equipment.
• Developing and sustaining solid relationships with company stakeholders and Clients
• Analyzing Client’s feedback data to determine whether customers are satisfied with company services.
• Recruiting, training, and guiding staff.

Executive Secretary
• Reports directly to the Managing Director and performs secretarial duties such as Hotel and flight
bookings
• Provides everyday meetings and agenda’s on records and time to time coordinates with the higher
Management in London Based office for events, clearer agendas, flights and hotel bookings .
• Coordinates and plans recreational or special events for company staff such as Christmas Party, Leaving
do’s, Birthdays and other company out of the office activities.
• Sometimes drive VIP persons specially General Managing Director of the company to their specific
destinations such as Projects site, Meetings, Hotels, and other locations as needed.
• Collections of Projects related cheques and deposit to the bank. Other Company related. Answers and
filtered all calls for VIP staff of the company.
HR Coordinator
• Receives requests from department managers to recruit for current vacancies for assigned jobs; assists
in the preparation of the weekly position announcements of vacancies.
• Evaluates, screens, and interviews applicants for current vacancies for assigned jobs; makes referral of
qualified applicants to department managers and/or supervisors; recommends salary to be offered when
hiring decision has been made. Offers the contract to the chosen candidates, and processed all
requirements for Visa processing and other Employment requirements such as Health Insurance, etc. if
Contract has been signed and accepted.
• Contribute to the continued improvement of the organization effectiveness by monitoring employee
performance indicators, such as sickness absence, levels of grievances and discipline and work/life
balance by developing initiatives and solutions to enable positive trends.
• Provide responsiveness and high quality support, training and advice to all Divisions to ensure the
appropriate management of all employee relations issues including grievances, performance issues and
disciplinary action.
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Olivia B. Sanchez
Projects Coordinator/Business Development/ Research Assistant/Admin Secretary/Administrative/HR Assistant

• Ensure HR policies and processes are current, conform to employee legislation and where appropriate
are coherent with other departments’ practices.
• Provide advice and guidance on all HR aspects related to terms and conditions of employment, change
in work conditions, performance, and remuneration and exit interviews.
• Track and record areas of planning and delivery of employee relations initiatives. Helps in developing
highly professional UAE employees within the Employee Relations function of Human Resources
Division.
• Collections of Projects related cheques and deposit to the bank. Other Company related bank
transactions, such as opening staff accounts, salary statements.

___
RESEARCH ASSISTANT and INSTITUTIONAL DEVELOPMENT OFFICER
National Irrigation Administration – Central Office (Government)
Water Resources Development Project
Edsa Diliman, Quezon City Philippines
July 1999 – June 2005

POSITION OVERVIEW:

Facilitates training’s, Design Training Proposals, Documentation/ Paper Works, Supervise & provide assistance
concerning farmers participation at the area level (different systems at Regions 2, 3, 4, 6, 9, 10, 12 and 13),
Mobilizes people in the community, Evaluate and assess programs for the benefits of the farmers, Mediator
between farmers and NIA.

Collects edits, processes, and coordinates research data in support of a specified research study or group of
studies. Arranges and conducts field interviews as appropriate to the study, and records research data in
accordance with specified protocol and procedures. Travels to various sites within a specified geographical area,
as appropriate to the objectives of the study.

SPECIFIC RESPONSIBILITIES:

• Travels to field sites to collect and record data and/or samples as appropriate to the specific objectives of
the study.
• As appropriate to the specified position, codes and verifies data in accordance with specified research
protocol and coding procedures, and enters data into a computer database and/or spreadsheet
application for subsequent analysis.
• Develops or assists in the development of interview schedules; contacts potential subjects to introduce
and explain study objectives and protocol, and to arrange interviews, either in person or by telephone.
• Identifies and compiles lists of potential research subjects in accordance with study objectives and
parameters, as appropriate to the individual position.
• Conducts and records face-to-face and/or telephone interviews with subjects, in accordance with
predetermined interview protocol, data collection procedures, and documentation standards.
• Reviews and edits data to ensure completeness and accuracy of information; follows up with subjects to
resolve problems or clarify data collected.
• May set up, calibrate, and maintain laboratory and/or field research equipment, as specified by the
requirements of the study.
• May lead or guide the work of Farmer/Irrigation facilitator.
• Performs miscellaneous job-related duties as assigned.

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Olivia B. Sanchez
Projects Coordinator/Business Development/ Research Assistant/Admin Secretary/Administrative/HR Assistant

RESERVATION OFFICER/MARKETING/EVENTS COORDINATOR

Crown Peak Gardens Hotel and Nature SPA
Upper Cubi, Subic Freeport Zone, Olongapo City, Philippines
July 1997 – April 1999

Nature of Work: Tasked in reservation inquiries, preparation of letters and transmittals, assists costumers
regarding reservation and other problems during their stay. Coordinates and assists clients in planning,
preparation and catering of meetings, conferences, wedding banquets and other functions. Give instructions with
other hotel staff in providing good support with particular needs of particular clients. Design and prepares
promotional activities. Processed and settled companies and customers accounts. Assists the Sales Managers in
providing outstanding friendly, professional information and assistance to conference guests. Aids the Sales
Managers with the preparation of correspondence, reports, and banquet event orders.

• Support and work with all Head of Departments in all aspects of running this hotel.
• Ensure the premises are in operative condition as per category of the unit to receive & serve the guests.
• Monitor the purchase / indent / requisitions of each department, the accounts receivable (collection from
debtors) and the accounts payable (payable to the vendors / suppliers etc).
• Randomly inspecting the stores (F & B / Kitchen) to check the stock in hand (quality, par stock levels,
expiry etc) with the F & B Manager & Chef.
• Inspecting all departments for SOP implementation.
• Inspecting all department with their respective Manager's for cleanliness, ambience, service readiness,
staff grooming & hospitality culture.
• Monitor the co-ordination between all departments for smooth & efficient operations.
• Assessing and reviewing customer satisfaction and service recovery process.
• Identifying staff learning needs and assisting with development
• Providing timely and constructive feedback to all direct reports as and when required either formally or
informally.
• Conduct weekly / Daily meeting with marketing people for enquiry & follow up & conversion to grow up
the business.
• Monitor and maintain operation & overhead cost in order to maintain maximum revenue to the
organization.
• Be on available on call 24 hours a day to resolve any urgent problems on emergencies.
• Any other duties assigned.

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