Jonimon Quebral Mallillin

Office Administrator II / Document ControllerFull Time

• Job Details:Document Controller - Duties and Responsibilities ● Maintains the Team’s Archives and Technical Library to handle all Operation’s Specifications, Standards, Procedures and other documentation throughout all stages of the project Phases. ● Develops Team documents register and responsible for receiving and distribution all incoming technical submittals/drawings. ● Implements and maintains systems and procedures for Group filing index, internal document distribution matrix, records and preservation standards, in-active documents inventory and disposal procedures. ● Implements and maintains filing documents electronically (EDMS- Electronic Document Management System). ● Provides support to retrieve (P&Ids) Piping and Instrument Diagram, (PFDs) Process Flow Diagram, and Isometrics Drawing documentation. • Identifies the discipline from the document title received from the Project Division and distribute it to appropriate discipline in order to help the Engineers review of project deliverables (specifications / Drawings) to ensure that specification meets ADMA-OPCO standard. • Distributes documents, specifications, drawings and images, in structured format to disposal of documents that are declared to be no longer operationally required by Team, and arrange disposal of such record, in accordance with approved procedures. • Ensures maintenance of filing and retrieval operations, for the H.Q. document control and all documents are filed in safe custody. Retrieves documents from the computerized system in order to prepare records when required Project. • Issues Weekly statuses report for Documentation Review within Operation Team. • Maintains, the transformation of the hard to soft archiving system for all documentation. Ensures friendly search engine for efficient and timely retrieval. • Coordinates and Arranges Letter of Assistance, the necessary documentation for Security passes /clearances medical reports age dispensation, optima cards and review Time Sheets for all New Fields Operation Team personnel as well as contractors. • Co-ordinates annual leave program for the Team’s personnel and ensures leave relief coverage for all essential services are in place Office Administrator II Duties and Responsibilities • Carries out secretarial activities such as; drafting letters, memoranda, hand-over notes, fax transmission, E-mail messages...etc. from brief notes or oral instructions. Types and proof reads a variety of materials including reports, statements, tabulations...etc. • Dispatches outgoing mail and maintains records of documents which require Job Officer’s response and follow-up necessary actions. Maintains the Bring-up System and follow-up work progress. Ensures direct delivery of confidential materials/mail. Receives and relays messages, and answers routine queries • Makes appointments for Supervisor, receives and guides visitors to Supervisor’s office. Makes arrangements for conference room meetings including preparation of visual aids, refreshments...etc. • Uses other PC applications to produce slides sheets, lists, graphs...etc., Raises requests for stationery/supplies and distributes to Department’s personnel as required. • Maintains and updates filing system. Coordinates and follows-up with concerned personnel on matters related to visas, security passes, transport, accommodation ...etc. when required. • Ensures good housekeeping in the office and arranges for proper storage of office materials and files. Ensures that office equipment such as; computer terminal, printer, facsimile ...etc. are kept and handled properly and requests services for the maintenance in case of any defects. Arranges circulation of various magazines, periodicals ...etc. • Performs assigned tasks according to Company’s policy, procedures, secretarial and administrative standards. Exercises latitude when preparing documents for presentation and while making appointments.

Immigration CoordinatorFull Time

• Job Details:Duties and Responsibilities • Work with management to establish business intent, and recommend the type of visa needed. Work cases from start to finish. Improve the flow of information and follow up activities to ensure accuracy of the individual's status. • Interacting with customers, providing information in answer to inquires about the status of their application. • Handling and resolving customer complaints, or special orders via mail or phone. • Provides Immigration Documentation Support for all clients. • Referring complaints of service or product failure or errors to appropriate personnel for investigation. • Carry out various functions and data input to database related to document receiving & transmittal, safekeeping & maintenance of document archives, document imaging, and document reproduction and distribution. • Perform distribution of documents in accordance with the project procedure.

Document ControllerFull Time

• Job Details:• Responsible for coordinating with all departments of the company in order to assure that all documents are kept in the right place and in the right department file archive. • Ensures that all corporate documents are well checked and submitted on time prior to the documents submission due date. Responsible for file validation and document controlling. • Ensures that before submitting a document, a document or file must first be checked and approved. • Ensures that all files submitted are approved by the superior in charge. • Performing evaluations and document audits in the whole company is one of the primary tasks of a document controller. • Effectively follow the company’s standard operating procedures in submissions of documents. • Standard document submissions must take. • Ensures that all documents have no errors in filenames, submissions, etc before submitting it to the nest department to avoid confusion. • Preparation of all documents and communicating with employees in order to make submissions early is part of the job description of a document controller.