Janice Ian Lopez

Contact No: (- Dasmariñas, Cavite – Philippines E-mail Address:- Janice Ian Lopez-Quizon Objective: To be part of an organization that can offer upward mobility to those employees that prove their value by hard work and diligent effort and where I can fully enhance my skills towards the continuous growth and success of the company. Summary of Qualifications More than twenty (20) years of experience in the field of General and Administrative functions. Dedicated and self motivated individual with hands-on experience in quality client / customer services and general office administration. Flexible, hardworking and responsible on every assigned task. Enjoys the challenge of a busy demanding environment while maintaining a consistently high standard of work under pressure. Professional Experience: Oct 2004 – Jun 2020 Wade Adams Contracting (LLC) Dubai, United Arab Emirates QUALITY COORDINATOR / TRAINING COORDINATOR (from Nov 2012 to June 2020) Audit / Quality Department          Preparation of Project Quality Plan as per the data’s / information received from project site Responsible for the submission of Technical and Prequalification Documents and coordinating with other concerned departments, ensuring that documents will be done according to the Project / Client’s requirements and will be submitted on time Registration with various Government and Private entities Coordinates external training requirements of staff/site workers from scheduling of training, settling of payment and issuance of training certificates Negotiates new training rates with suppliers Maintaining supplies of consumable items, office and IT supplies, etc. Raise Purchase Order and coordinate with the supplier as and when required. Updates and maintains files in the technical library Establish and maintains records and files for easy retrieval Performs other related task as may be assigned by the Department Head. SECRETARY / DOCUMENT CONTROLLER (from Oct 2004 to Sept 2012) Overseas Business Development Office           Prepare outgoing mails and/or related documents based on the subject matter acquired from the Manager Placing, receiving, screening and directing all incoming calls to appropriate party promptly and efficiently As instructed or in accordance with the foregoing, directs mail to other staff member for their action Typing and drafting of correspondences, memos and notices, taking dictation. Maintains confidentiality of documents at all times Updates and briefs the Group Business Development Manager/Project Director for all incoming mails received from the Document Management System (ACONEX) for his action and follow-up, as required Establish and maintains records and files for easy retrieval Preparing travel arrangements and hotel accommodation including the necessary documents needed for the planned business trip Assists and reminds the Group Business Development Manager of all his appointments and monitors his schedule. Organizing and coordinating meeting for Department Heads Maintaining supplies of consumable items, office and IT supplies, etc., raise purchase order and coordinate with the supplier as and when required.   Updates company profile when necessary and as per the data’s gathered from the concerned departments Assist Management staff working in company branches abroad Management Department (Reliever to the Executive Secretary as and when required)         Assist in the day to day work of the Group General Manager, including the President and Managing Director when they are in the country. Arranging ticket booking and hotel accommodation for the Management Dept. based upon their instructions and requirement. Typing of letters and documents, distribute them accordingly and maintains strictest confidentiality at all times Screens all incoming calls, enquiries and take messages as necessary for the information of the Group General Manager and/or direct callers to the concerned departments. Responsible for the distribution of all incoming e-mails, faxes and posts Responsible for controlling and safekeeping all important documents related to the Management Department. Organizing diaries, making appointments and reminds the Group General Manager of his schedules. Other related tasks as may be assigned by the Management Dept. including their personal requirement. Accounts and Contracts Department (Reliever) / Front Office (As a Receptionist)                   (Accounts) Typing and drafting of general correspondences (i.e. memos, bank letters) Taking dictation, distribution of correspondence to concerned staff and follow-up as and when required Follow-up payments from Clients and update the Chief Financial Officer/Concerned Staff as well Monitors the status of under signature cheques ensuring that it will reach the Cashier's Office on time Organizing and making appointments for Group Chief Financial Officer / Chief Financial Officer (Contracts) Assists in the preparation of contract review, letter of award, contract reports, agreements and claims Maintain a systematic filing system of key documents i.e. letter of award, contract documents, agreements, variation orders, claims, completion certificates, payment certificates and other contractual information for safe keeping Monitors newly awarded projects and follow-up for Letter of Award Monitors issuances of certificates to completed projects and update the concerned staff/dept. Maintain databases of status of all projects, issuance of certificates, key documents, etc. Coordinates and liaise with site staff in association with the completion of the projects (Front Office) Operates PABX telephone, screens all local and international incoming calls and always reflect the professional attitude of the company Handling of office stationeries, placing orders when required and ensure timely receipt. Monitors the distribution to ensure the availability of supplies to all staff Taking messages as necessary and assist the callers in the best possible way Monitors monthly telephone bill, ensuring that all international calls are official and personal calls are to be charged from the concerned staff Keeps and updates a list of Direct Call Dialing and internal/external telephone numbers of all dept., projects, key staff and important contact details associated with the business of the company Receives incoming faxes through e-mail and forward it to the concerned recipient/site Responsible over planning and coordinating of incoming and outgoing couriers on a daily basis and apply a thorough care to ensure that documents and/or items are correctly prepared. Keep track of the documents and/or items. Checking of monthly courier bill and identifying official and personal couriers. Project Basis – Dubai Sports City (Enabling Works), Jebel Ali Free Zone Infrastructure (Phase 3B), Business Bay Projects (TP10, TP04, TP11) – Semi Permanent Plant and Chilled Water Pipe Network (As a Site Secretary / Document Controller)     Maintaining a database of correspondence, working plans, drawings and other technical submittals as per project basis Taking dictation, drafting business correspondence, faxing, scanning reports, memos and other forms of correspondence for onward submission to Client / Government Authorities Responsible for the control of document distribution between all concerned project staff & departments and as per company procedure Receives, records, controls and monitors all submittals by the Contractor/Consultant such as Request for Approval (RFA), Request for Information (RFI), Drawing/Method Statement Submittal, Material or Equipment Submittal and Work Notification to verify all pending requests, revisions/amendments        Administer filing system of various correspondences, working plans, drawings and other technical materials in such a manner that information should be available for all concerned person as and when required. Responsible over Contractor’s assets such as computer, printer, scanner and fax machines among other issued to Engineers Prepares weekly progress and monthly progress report as per the datas/information gathered from Project Manager / Project Staff Maintaining a standard system of project filing enabling easy reference of all projects letters/documents Updating, reviewing and compiling reports of all incoming/outgoing correspondences, all types of documents including Sub-contractor approvals, material approvals, drawing approvals, etc. for easy retrieval as and when required and during yearly auditing Coordinates and assists Clients with their requirements and/or queries as needed. Coordinates and assists project staff with their workload and/or personal inquiries as needed Performs other tasks as may be assigned by the Project Manager, Site Agent and Engineers Administration and Human Resources Department (As an HR Staff)             Knowledgeable on issuing new appointments, ensuring that salary offer, company policies, induction, etc. are properly discuss with them Perform administrative investigation to deliver due process before issuing disciplinary punishment memos in coordination with the Personnel Manager. Issuance of salary transfer letter and salary certificate based upon the approval and recommendation of Deputy Personnel Manager and/or GAHRM Assist all employees' concerns regarding services matters including their benefits, application status, salaries and leave eligibility Provide personal assistance to employees as and when required such as counseling. Preparations of employees leave settlement and ticket booking as required. Coordinating with travel agencies for making reservations of air ticket for business purposes, hotel accommodation as per travel request. Follow-up cancellation status of employees for repatriation process Updating of old employee details (i.e. work permit no. and expiry date, contract type, visa date and its expiry) and assigning of badge nos. for new employees along with personal data entries. Updating of employees sick leaves in accordance with the company procedure. Updates the system and record all employees' applications, grievances, concerns and ensuring that it will reach the concerned staff. Performs other related task as maybe assigned by the Group Administration and HR Manager In addition to the above, acts as a Reliever to the Secretary of Admin. & Human Resources Dept., Accounts Dept., and Contracts Dept. during their annual leave and Management Dept. as and when required. Jul 2004 – Sep 2004 Creative Businessmen Services – Dubai, United Arab Emirates Secretary cum Receptionist Nov 2001 – Apr 2002 Super Value Inc. – Philippines Master Data Clerk May 2000 – Oct 2001 Philippine Long Distance Telephone Company (PLDT) – Philippines Data Control Clerk Education  1996 – 2000 B. S. in Computer Science Technical Skills  AMA Computer College (Makati City, Philippines) Proficient in Microsoft Windows’ Office Applications (e.g. MS Excel & MS Word & PowerPoint, Outlook), Adobe Photoshop, Lotus Notes, ACONEX, Facebook Advertising, Google Documents and Spreadsheets Seminars / Trainings / Webinars Attended Personal Background  Facebook Ads & Facebook Marketing Master Class (April 2021)  Search Engine Optimization (SEO) Training (April 2021)  General Virtual Assistant (February 2021)  Internal Auditor – Integrated Management System (November 2015)  Y2K: Insights to Millennium Bug (November 1998)  Introduction to PC Interfacing (November 1997)  Born on the 26th day of May 1978 in Manila, Philippines, 42 years of age, Married, a Roman Catholic, Passport No. P-A. I certify that all information and data given are true and correct. I fully understand and agree that any falsehood, misrepresentation, or omission of any material fact herein shall be sufficient cause for rejection of my application or termination of my employment should I have been accepted. Janice Ian Lopez-Quizon Signature over Printed Name