JENNIFER E. ROXAS
- (Mobile)-
15 years of professional experience in Project Management,
Executive Management, Marketing Communications, Events Management,
Contracts Administration and Office Administration
WORK EXPERIENCE
April 2014 – present Executive Assistant / Marketing Head
Various Clients Online
1. Manages the On-demand team (team of graphic designer, writer, database builder / researcher)
2. Client Coordination
3. Manages the marketing team to produce monthly newsletters / blogs, social media post
4. Management of CRM and EDM system
5. Company events management
6. Manages website inquiries, media uploads (press release, corporate videos, case studies)
7. Sales follow up / monitor (On Demand / VA prospects)
8. Guest Management (Clients / Prospects visiting the Philippines)
9. Streamline all marketing collaterals (must strictly abide to Flat Planet’s branding)
10. Attend and coordinate for all CEO’s speaking engagement.
11. Facilitates the creation of company brochure and all marketing collaterals
12. Vendor Management (RFP, Evaluation, Procurement)
13. Project Management (all relating to business and marketing including video production project)
14. Assist other departments when required.
CM Ultimate Events (Virtual)
Melbourne, Australia
1. Travel and calendar management for the Managing Director.
2. Client coordination on behalf of the Managing Director.
3. Daily mail management – (4) emails on monitor
4. Management of CRM and EDM system such as Campaigns Monitor
5. Leads update, monitor mails from booked leads, attend to inquiries
6. Data input on CRM for new inquiries
7. Prepare invoice and issue receipts for paid bookings on Xero
8. Distribute events brief / invitations to enthusiast / interested individuals and clients.
9. Schedule golf times for clients
10. Provide other services as required, i.e. handles logistics for clients requirements.
11. Create invites for events, content and minor graphics
12. Prepares interactive Booking forms
13. Assist in managing the Corporate Suite - Coordinate with clients
14. Coordinate for catering requirements for clients booked on corporate suites (Etihad & MCG)
15. Assist in other businesses as required.
16. Conceptualize and Prepare booking form for events, draft vouchers for guests
17. Manage booking forms, process guests pre-payment and coordinate with Pub Manager, to make sure all transactions gone smooth.
18. Assist with bank transactions, monitor budget and finance workflow
19. Request for quotes from Hotels, Bus transport for events / tours (for US trip)
October 2011 – August 2013 Contracts Admin / EA
ASTAD Project Management (QP / QF JV)
Qatar Petroleum, Doha - Qatar
1. Support staff for Audit exercise for Major Projects.
2. Organizes presentations for the department, prepares certificates / set-up and other logistics functions for the entire event.
3. Provide SAP support to Lead Contracts Engineers.
4. Prepares minutes for meeting as and when required. Publish reports as required.
5. Data Analysis. Coordinates in tracking of documents for various purposes.
6. Coordinates with external parties (Legal Entities) when required in completing task for High level Projects / Management.
7. Business Solutions. Coordinates and provide support to Contracts dept. in creating solutions to any internal issue that arise, as and when required.
8. Build Tender / Contract (KPI) Tracker for Contracts Dept. and coordinates with Sr. Contracts Engineers for update.
9. Assist ASTAD Tender Committee Secretary in preparing documents for Committee meetings, prepares tender documents, contract document, tender bulletins, clarifications as required.
10. Admin coordination for QF (Sidra) Contract – a Multi-Billion USD Contract, QP Contracts and ASTAD Tenders.
11. Management and distribution of correspondence (technical / non-technical) through Aconex and ASSAI applications.
March 2009 – October 2011
Contracts Admin – CNO/1 Section (Dukhan - Qatar)
Contracts Department
Qatar Petroleum
1. Provides admin support to Lead and Senior Contracts Engineers.
2. Prepares & provide required information for evaluation of bids for Sr. Contracts Engr. review.
3. Develops easy documentation strategy to roll out to the department to comply on E-mindset objective of the MD. (i.e. e-stamping, database access modifications)
4. Provides administrative solutions to daily Microsoft Office or Adobe Professional issues.
5. E-filing of tender and contract documents.
6. Reviews Tender / Contract documents as required and as per Qatar Petroleum standards.
7. Completed Project Management (Communications and Contracts and Procurement)
8. Uploads Bid Clarification documents, Signed Contracts, Tender and Performance Bonds and updates Insurances and other relative information on SAP.
9. Updates inventory list and order necessary requirement on line for the CNO/1 department.
10. Creates templates and new format for the department.
11. Assist Senior Contracts Engineer in preparing Tenders and Contracts.
12. Prepares Technical Evaluation Reports for submission as required to be reviewed by Section Head.
13. Follow up close out recommendations and report to update information in SAP.
January 2008 – February 2009 Executive Assistant / Senior Communications Assistant
GCIO Office
Commercial Bank of Qatar
1. Provides admin support for the GCIO’s office/PMO as needed.
2. Coordinates and organizes events for Projects and workshops
3. Travel management for GCIO, staff and guests as needed
4. Authors report such as Project Management Office monthly reports, (PMO Executive, LOB (Line of Business) reports, Working Together fortnightly report for the CEO’s office) and other reports as needed by EGMs (GCOO and GCIO)
5. Project Coordinator i.e CB Rights Issue, Organization Chart update, tracking the implementation of MS Office Communicator and MS Project Server to CB Community (including NBO and UAB).
6. Prepares various presentations i.e. “IS Workshop Presentation”, “Communication Tools Guide”, etc.
7. Coordinator for Communication Tools requirements such as Blackberry devices, MS Office Communicator, and MS Project Server 2007.
8. Procurement support – coordinates with vendors and related CBQ team on Blackberry, Web camera procurements and other IT related items.
9. MS Project Server admin - upload and creation of documents, web part and web contents, project workspaces and assist in designing CB Group Project Server and CBQ Project Server Site.
10. Assist GCIO in reviewing MS Office Communicator 2007 features on existing CBQ set-up to the standard released system and contacts various network/experts for improvement.
11. Data Analysis - collaborate Daily IT Performance report and make sure that it is distributed strictly on time to Senior Management.
12. Consolidates a monthly IT Report for the Executive Management.
13. Coordinator in the transformation Plan of Data Center Office
14. Scheduler for Bank Graduates itinerary in IT dept.
15. Document management - creation or amendment in MS Visio, MS PowerPoint, AutoCad or related formats. (Confidential or non-confidential)
June 2007 – December 2008
Executive Secretary
OMNIX Qatar
1. Manages daily activities of the Executive Director.
2. Prepares job offers for all Departments
3. Coordinates with the Personnel Dept. for Immigration related activities i.e. Visa request and exit visas
4. Travel Management for staff and guests.
5. Prepares applications for Tender Bond/Performance Bond for submission to the Bank to comply with tender requirements.
6. Manages the Executive Director’s office. Screens and Answer calls for the Executive Director
7. Created standard office procedures to better organize the office.
8. Corporately interact and coordinated with Clients/Customers.
9. Contacts and coordinate with applicants for interview for recruitment
10. Prepares important and confidential letters for the Executive Director.
11. Updates all account Managers on New Tenders, request for quotation or any enquiry about OMNIX Products.
12. Followed-up important issues for the Executive Director
April 23, 2006 – March, 2007
Marketing Communications - Administration Coordinator
Doha Asian Games Organizing Committee (DAGOC)
Qatar
1. Monitors media plan daily for Newspapers and creates proper documentation
2. Set-up presentations for sponsorship approval
3. Coordinate meetings for the Marketing Communication Manager with clients and contractors.
4. Organizes/prepares presentation for clients’ approval
5. Project Management-coordinates with clients and designers for projects (BTL Advertising)
6. Advertising (TV & print)
7. Database management- team files and staff personal files
8. Handles logistics for shipment of products from suppliers in and out of Qatar
9. Manages small teams
10. Manages Human Resources related work (reviewing resumes, sorting/screening qualified candidates for possible vacancy)
11. Monitors budget for marketing communications program.
12. Assist and orient new staff of Department.
April 2005 – April 2006 Admin Manager / Office of the Superintendent
American Academy School
Doha, Qatar
1. Responsible in managing schedules for the School Superintendent
2. Planning and re-structuring the school database
3. Plans and manages events for the school
4. Create and update teachers’ folders and staff statistics for the Ministry of Education.
5. Manages school website for recruitment and other important functions, newspaper, and recruitment agencies.
6. Writes reference letters to teachers, staff, parents and other related matter and takes down minutes of the meeting
October 2003 – March 2005
Executive Secretary /Admin Manager
Transtel Engineering Co. (AL – GHARIEH TRADING & SERVICES W.L.L.)
Doha, Qatar
1. Responsible in managing schedules for the General Manager & for all office staff.
2. Manage office documents, filing for easy handling and preparation. Ensure that the office is properly maintained in terms of employees’ need and requirements.
3. Collects daily tenders on newspapers.
4. Prepares request for quotations (RFQs), Local Purchase Orders (LPO), BOQs for consultants.
5. Assist in searching for related vendors for different projects that arrives.
6. Created an office guideline including all job descriptions, compensation, rules and regulations.
7. Creates minor amendments on drawings in AutoCad for projects.
8. Prepares memos on behalf of the General Manager.
1998 – Training OJT – ABSCBN News & Current Events “Assignment” (No. 1 local TV network)
Training – Scene Stealers Production House as Production Assistant (Commercial Prod House)
EDUCATION
March 1999
March 1995
University of Santo Tomas
Bachelor of Arts Major in Communication Arts
St. Anthony School
High School
A Yuchengco Foundation Scholar since Grade School - 1989 to College – 1999
Civil Service Professional Eligible
SEMINARS / TRAINING & WORKSHOP ATTENDED
ABS-CBN NEWSCASTING WORKSHOP -May 2000 *Basic /Advance Photography - Oct 1999
Project Management (Communications, Contracts & Procurement) -May 2009 (QP)
OTHER SKILLS
SAP (PRD & BW) *Adobe Acrobat Professional 8.0 *MS Project 2007 * MS Project Server 2007
MS Visio 2007 *MS Office Communicator 2007 * Lotus Notes *Basic AutoCad
