Donna J. Penales

DONNA J. PENALES Blk 3 Street 58 Bldg. 16, Farwaniya, State of Kuwait Mobile No.: - (whatsapp & viber) E-mail Address:-/- KEY SKILLS: − − − − − − − − − − Knowledge and proficient in using the Resident Management System (RMS) application used by U.S. Army Corps of Engineers (USACE) to document and manage USACE contracts worldwide. Overall Resident Management System (RMS) person in charge for USACE Projects for 3 different company in Kuwait. Knowledge and experience using the ERP Oracle System Proficient with the standard suite of Microsoft Office software such as Word, Excel, PowerPoint, and Outlook. Has 30 years of work experience in numerous employment positions as a clerical, administrative, secretarial, document controller & RMS Manager. Excellent communication skill both verbal and written. Reliable, dependable, and report for work on a consistent basis, with efficient preparation and management of documents. Facilitate teamwork and a customer service orientation when managing projects while developing effective working relationships with peers, senior staff, and customers. Systematic and well organized in filing documents using an electronic database. Fast learner, flexible, and adaptable to manage a range of different tasks and has ability to multi-task with great follow-up skills. EDUCATIONAL QUALIFICATIONS: BACHELOR OF ELEMENTARY EDUCATION (BEED) - Degree − Graduated at Saint Rita College, Manila Philippines Year- − Board passer Philippine Government Licensure Examination for Teacher conducted by Professional Regulation Commission (PRC) Manila. − Philippines Professional Regulation Commission Registered No- dated 12th Dec.1997. EMPLOYMENT HIGHLIGHTS: 1. Gulf Dredging and General Contracting Company Marine Construction and Repair Kuwait Naval Base Resident Management System (RMS) Manager / Senior Site Services Coordinator Mohammed Al-Ahmad Kuwait Naval Base Camp Patriot Al-Julaia'a, Al Ahmadi District October 01, 2022 to Present Duties and Responsibilities: • Overall Resident Management System person in charge. • Handle and process but not limited to the following activities in RMS in a daily basis and as needed − Submittal (Spec. section, Submittal Register & Transmittal) − Monthly Invoice − Monthly Network Analysis Updates − Quality Control Activities (Daily Report, Feature of work, Three Phase Inspection, Equipment check, Exposure Hours & etc.,) Page 1 of 7 • • • • • • • • • • − Administration Activities (Correspondence, Request for Information (RFI), Contractor Insurance, Subcon & etc.,) − Schedules (Activity and Feature Schedule) − Generate Contract report Developing and Maintaining Support DATA in RMS on daily basis. Attend Weekly progress Meeting with USACE. Troubleshoot and analyze complaints and errors in system performance, submit and track trouble tickets, and reach successful solutions. Coordinating with QC Administrative in order to maintain and develop entire QC Data base appropriately. Monitoring site progress and updating the schedule in RMS as per actual activities. Provide a copy of Government remarks that have been submitted, reviewed, and approved, as well as all other correspondence letters and documents received from the US Army Corps of Engineers (USACE) via RMS, to the Project team for their information, record purposes and further necessary action. Maintain the accuracy of all RMS database information and system performance. Maintain and update the accuracy of all register logs needed for the weekly progress meeting and daily basis. Install software, recommend and configure workstations, and ensure proper configurations. Maintain cooperative and effective working relationships with clients and colleagues. 2. IMAR Interiors for General Construction Fit-Out Works for New Palace of Justice Document Controller / Administrative Coordinator Ali Al Salem Street Block No. 1 First Ring In front of Al Sayer Eastern Mosque, Kuwait City February 01, 2020 to September 30, 2022 Duties and Responsibilities: • Receiving and sorting and distribute incoming letters and all documents related to the project from the contractor, subcontractor, and supplier • Control the numbering, sorting, filing, storing, and retrieval of both electronic and hard copy documents produced by technical teams, projects, or departments. • Review and maintain the accuracy of the records, editing where necessary to ensure they are up-to-date. • Distribute project-related information to all levels of the project team and potentially external parties. • Perform clerical duties, such as filing, answering phone calls, and responding to emails. • Arrange schedule for interview to new applicant employee. • Handling, preparing and processes reimbursements and other expense reports & replenishing project petty cash. • Printing out and distributing project documents to managers, vendors, and team members. • Scan and prepare a transmittal of shop drawings to be submitted to the Client for approval. • Updates the registry log for easy traceability of the project team on a daily basis. • Provide assistance to staff, managers, and senior-level officers as needed. • Handling and process Material Request Order, Material Transfer Request, and Labor Hired Request as required. • Organizing necessary food/refreshment procurement as needed for Laborer. • Handling monthly office and kitchen item supplies. • Coordinating concern departments at the head office for other issues related to the site office. 3. TOA CORPORATION Page 2 of 7 Breakwater & Cargo Pier Repairs, Kuwait Naval Base Project Document Controller /Alternate Resident Management System (RMS) Manager Mohammed Al-Ahmad Kuwait Naval Base Camp Patriot Al-Julaia'a, Al Ahmadi District April 17, 2017 to January 31, 2020 Duties and Responsibilities: • Overall Resident Management System person in charge • Process all submittals using the Resident Management System (RMS) that has been reviewed by the CQC Manager, Engineer, and Design Department. • Send advise or notification by email to USACE regarding all the submitted transmittals, RFIs, correspondence, and daily reports in RMS. • Monitoring and checking at RMS the status of all outstanding or open submitted submittals. • Create and maintain an effective electronic filing system where reference indexing, updates, and retrieval processes are used. • Prepare a correspondence letter for the client and submit it via RMS after being reviewed and approved by Project M • Prepare correspondence or receive incoming letters from the subcontractor and distribute via email to all concerned managers and engineers. • To provide the latest and most updated status of outstanding submittals to the project manager and to all concerned departments via mail. • Maintain a hard copy of submittals that have been submitted, reviewed, and approved by the government, as well as all other correspondence letters and documents received from the US Army Corps of Engineers for their information, action, and record. • Handling /monitoring Inspection Request and checklist done at the site. • Submit a daily or monthly report in RMS. • Provide information to supervisors, peers, and subordinates, and communicate with them by telephone, in writing form, e-mail, or in person. • Support KNB staff for their daily needs from time to time and perform general clerical duties as assigned. • Ensuring the event, process, and all relevant documents comply with company procedures, policies, regulations, and standards. • Coordinate or arrange for DHL or any equivalent courier to send valuable documents to Winchester and New York, USA. 4. KHARAFI NATIONAL (K.S.C. CLOSED) Senior Secretary P.O. Box 24081 Safat 13101 Kuwait May 03, 2008 to March 05, 2017 Assigned Projects: a) Al-Hamra & Firdous Mixed Use Complex – Tower Project No: 1372 Sharq, Kuwait May 03, 2008 to January 31, 2010 b) CH2M Hill Construction of Communication Bldg. in Camp Arifjan Project No:1640 (USACE Project) Working at CH2M Hill (KN Client) as Admin. Assistant Camp Arifjan, Kuwait Feb 01, 2010 to May 31, 2011 c) Design and Built Prayer Hall & Clinic at Bayan Palace Project No: 1678 Operation & Maintenance of Bayan Palace Project No: 1675 Bayan Palace, Kuwait June 01, 2011 to June 30, 2012 Page 3 of 7 d) 1. Comprehensive Maintenance of SCADA Systems in North Kuwait Areas Project No: 1699 Kuwait Oil Company (KOC), Abdali North Kuwait 2. Comprehensive Maintenance of Fire and Gas Detection Systems in South, East, Export and Marine Operations Areas Project No: 1795 Burgan, Ahmadi Areas July 01, 2012 to March 05, 2017 Duties and Responsibilities: • Preparing all forms of communication to provide information to supervisors, peers, and subordinates and to communicate with other departments at the head office from time to time. • Document and record information, maintain files, process all papers, and perform administrative tasks today. • Create and maintain an effective electronic filing system where reference indexing, updates, and retrieval processes are used. • Maintaining or updating the accuracy of the employee database from time to time. • Evaluate the new candidate application required by the client for approval by the project manager and management. • Entered the applicant's necessary details in the ERP Oracle system for further processing by management. • Handling and preparing a new subcontract agreement using the Oracle system to be submitted to PCSD for approval. • Received all invoices from all engineers who have petty cash for reimbursement and entered them in the Oracle system to be submitted to the Finance and Accountant Department for cash replenishment. • Preparing weekly and monthly reports required by the client and higher management of Kharafi National. • Preparing monthly credit invoices to be submitted to the client for payment collection. • Follow-up and monitoring of payment collection issued to the client. • Finalized an accurate and timely checklist prepared by all engineers that has to be submitted to consultants for inspection. • Assist all engineers and site staff with their daily work needs from time to time and perform general clerical duties as assigned. • Coordinating with other concerned departments at the head office for other issues related to the site office and other concerns by engineers and supporting staff. • Ensuring the event, process, and all relevant documents comply with company procedures, policies, regulations, and standards. • Handles telephone and email inquiries and responds as appropriate. Duties and Responsibilities at CH2M Hill as Admin Assistant (USACE Project) • Overall Resident Management System person in charge • Received and registered new submittals from Kharafi National. • Process all submittals received from Kharafi National using the Resident Management System (RMS) that has been reviewed by the CH2M Hill Quality Control Manager. • Scan all documents that are included in the submittal package after being reviewed and signed by the CH2M Hill Quality Control Manager. • Submit a soft copy of all submittals by posting at the FTP site and informing CH2M personnel in the US via email of all submittals processed. • Submit hard copies of submittals to the US Army Corps of Engineers base at Camp Arifjan, Kuwait. • Provide Kharafi National a copy of submittals that have been submitted and reviewed or approved by the government, as well as all other correspondence Page 4 of 7 • • • • • letters and documents received from the US Army Corps of Engineers for their records purposes. Handle daily reports submitted by QC engineers, QC/QA requirements, and other activities related to quality control, submission, outgoing and incoming correspondence, and Request for Information (RFI) at the Resident Management System (RMS) on a daily basis. Maintain and update the accuracy of the submittal registers needed for the weekly progress meeting. Create and modify documents using Microsoft Office and Portable Document Format (PDF or Adobe Acrobat). Provide information to supervisors, peers, and subordinates, and communicate with them by telephone, in writing, e-mail, or in person. Support all CH2M Hill staff for their daily needs from time to time and perform general clerical duties as assigned. 5. ALGHANIM SONS GROUP Secretary After sales Automotive Division Djeed, Farwaniya State of Kuwait January 14, 2007 to April 30, 2008 Duties and Responsibilities: • Carry out all secretarial and administrative functions for the Aftersales Director and Automotive staff. • Produces accurate and timely contract documentation, letters, documents, MIS reports, and spreadsheets using appropriate software. • Provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. • Attending all incoming phone calls for my immediate superior and other manager and directing them to the concerned person. Note down messages when the required person is not available and forward them to them upon their return. • Creates and maintains an effective filing system where reference indexing, updates, and retrieval processes are used. • Maintain files for all incoming and outgoing correspondence, including confidential files of managers and staff. • Preparing and circulating the agenda/minutes report to the respective attendees. • Sorting of all incoming mail and dispatching of all outgoing mail on a daily basis. • Update or collect all invoices for petty cash before submitting them to the Finance Department. • Maintain petty cash, prepare periodical statements, get proper approval, and forward the same to finance for petty cash replenishment. • Prepare inter-office memos, and general correspondence to customers. • Revised or updated the forms needed to be filled out in the workshop at the Shuwaikh and Mina Abdullah branches. • Assisting all automotive staff with their daily needs in the workshop branch. • Arrange for hotel accommodations and transport • Arrange room reservations for the meeting, seminar, and training. • Coordinate with DHL or any equivalent courier for sending valuable documents. 6. KUWAIT RIDING CENTER Secretary The 6th Ring Admin Bldg. Administration Office, Kuwait May 02, 2005 to June 15, 2006 Duties and Responsibilities: • Making a correspondence letter to different suppliers regarding the new required items of Tack Shop. • Sending a follow-up letter regarding the new required items from Tack Shop to the respective suppliers and a confirmation letter for the payment transaction. Page 5 of 7 • • • • • • • • • Filed important documents, both incoming and outgoing fax letters, email letters, correspondence letters, and the daily schedule report of the instructors. Coordinate with DHL for sending valuable documents and horse blood samples. Arrange travel documents including visa documentation, air ticket, hotel booking and car booking (Domestic & International). Arrange hotel for visitor who will participate in the horseback riding competition. Receiving important documents from DHL or any equivalent couriers. Preparing Health Certificate of the horses and other important documents needed for traveling to Holland for summer camp and to other countries for the competition. Receiving payment from the client in the absence of accounting personnel Attend business phone calls from customers and clients. Entertain walk-in inquiries. Preparing an invitation letter for the weekly show jumping competition in KRC and for the other clubs. Assist all instructors with the availability and changing of the horse from time to time. 7. AL SANEA CHEMICAL PRODUCTS Secretary Subhan Industrial Area, Kuwait December 8, 2004 to January 8, 2005 Duties and Responsibilities: • Filed important documents, both incoming and outgoing fax letters, orders from customers, and receipt documents. • Compose correspondence letters to various clients. • Attend business phone calls from prospective customers. • Take down all-important calls for my immediate superior. • Arrange quotations from various suppliers and get the best quotation. • Sending through fax and email price quotation letters to customers from time to time. • Print the product data sheet and the technical data sheet form. • Photocopy the necessary documents needed for business transactions. • Cooperate with co-workers on how to improve business ethics in dealing with clients. 8. PHILAM PLANS INC. Documentation Clerk 3rd Floor Philam Life Bldg., Cubao Quezon City, Philippines April 01, 1996 to June 30, 2004 Duties and Responsibilities: • Receiving new policy applications from cashiers for processing • Entertain inquiries from both telephone and walk-in clients. • Checking downloads and printed documents • Checking policy accuracy for release. • Releasing policies and pending letters per agency destination • Transmit plan applications for filing in the Plan Services Department head office. • Creates and maintains an effective filing system where reference indexing, updates, and retrieval processes are used. • Checking the office supplies needed for the month • Requesting office supplies in every month in the General Services Department Head Office • Issue certificates to plan holders as needed. • Coordinate with other staff in the head office from time to time. • Preparing correspondence letters and emails for managers • Reporting the total daily and monthly received applications to the head manager through email. Page 6 of 7 • Work closely with the business manager and other support personnel on pre-sales opportunities where support is needed. 9. SAINT RITA COLLEGE, MANILA Classroom Teacher Plaza Del Carmen Quiapo, Manila Philippines June 01, 1995 to March 30, 1996 Duties and Responsibilities: • Classroom management and preparation of instructional materials • Facilitation of classroom activities and extracurricular activities • Develop lesson plans on a wide range of topics and varying levels of academic ability. • Work with emotional and physically challenged students in a total inclusion program. • Observe and participate in effective classroom management approaches. • Maintain accurate and complete records of students' progress and development. • Communicate necessary information regularly to students, colleagues, and parents regarding student progress and student needs. • Participate in extracurricular activities such as social activities, sporting activities, clubs, and student organizations as directed. TRAINING/SEMINARS/CERTIFICATE: • Elementary Mathematics Seminar- Workshop held on 7th October 1995 by Abiva Publishing House Inc., • Product Appreciation Training held on 29th July 1997 issued by Philam Plans Inc. • Content Update and Research in Science and Math Education held on 10th to 16th of May 1999 at Philippine Normal University, Manila. • Plaque of Appreciation in recognition of 5 years of dedicated and meritorious service awarded by Philam Plans, Philippines given on 19th April 2001 • Certificate of Appreciation – U.S Army Corps of Engineer, Camp Arifjan Kuwait issued on 10th March 2011. • CQC Outstanding Performance for the Month-Sep. 2017 issued on 30th October 2017 by– TOA Corporation • Combating Trafficking in Person General Awareness Training issued on 19th May 2018 by TOA Corporation • Customer Service, Sales and Support Services- Online Course issued by FVA Business Consultancy Corporation given on 28th December 2021. Successfully completed the Kharafi National Enhanced Work Skills Training Program issued on April 2013. Subjects Covered: 1. Body Language 1 2. Business Writing 3. Communications 4. Creative Thinking & Innovation 5. Customer Service & Focus 6. Commitments & Ethics 7. Planning & Organizing 8. Time Management 1 9. Presentation Skills for Non-Manager Page 7 of 7