Jastina Sulaiman

Jastina Sulaiman

Work History

Work History
Jan 2005 - Jun 2009

Admin Manager

Shimizu Corporation

Reports to the HR Project Director at HQ on all administers programs, SOP, and guidelines to help align the workforce at site with the strategic goals of the company, attends meetings and seminars as and when, prepares submissions of expenses, travel itinerary, reservations of accommodations and flights, writing minutes of meetings, agenda, arranging meetings and conferences


Plans, directs and manages a headcounts of 30-50 over staff at site, engaged in administrative support activities of the project mission by analyzing, installing, improving, and operating management, administrative, and financial systems and controls; is responsible for managing staff in the Project Management Department; making presentations to community organizations; and performs other duties as required, directs procurement of services, supplies and equipment to support assigned functions, monitors and approves the expenditure of funds, both appropriated and non-appropriated, to ensure proper financial procedures have been followed

HR Logistics;

Performance management and improvement tracking systems;

Employee orientation, development, and training logistics and recordkeeping;

Company-wide committee facilitation and participation, employee communication;

Compensation and benefits administration and recordkeeping;

Employee safety, welfare, wellness, and health reporting; and

Maintaining employee files and the HR filing system;

Maintains the HRIS database

Organization development and employment

Prepares periodic reports for the management

Makes sure that the work space, computer and other equipment, mailbox, and appropriate installed software are ready for the new employee's start day, conducts new-employee orientation, prepares paperwork required for new hires and establishes personnel file, assists in the development and implementation of an employee handbook and new personnel policies and procedures

HR Admin;

Updates the Company organization chart, maintains a database of employee contact information, periodically audits the database to ensure accuracy, and assists in the development and updating of the HR section of the Web site

Keeps employee records up-to-date by processing employee status changes in a timely manner, maintains personnel files in compliance with applicable legal requirements, conducts benefit orientations and other benefit training, as needed, processes enrollments, changes, and terminations of participants in all benefit plans and programs

Assists employees with any benefit claim issues or concerns, schedules participants into training sessions

Tracks the implementation of the employee performance development plans (PDPs)

Files all compliance reports, assists with the implementation and tracking of company safety and health programs, assists with Board of Directors meetings: arrangement of arriving board members, orders lunches, makes reservations, coordinates executive travel plans, obtains Visas and passports for employees needing to travel abroad


Prepares P&L statements, month end closing and cost accounting reports, revenues, expenses, invoices, accounts payable/receivable, reconciliation, compiling and analyzing financial information to prepare entries to accounts, such as general ledger accounts, and document business transactions

Establish, maintain, and coordinate the implementation of accounting control procedures, analyze and review budgets and expenditures for contracts and grants, recommends appropriate budget levels, and ensure expenditure control, monitors and review accounting and related system reports for accuracy and completeness

Explains billing invoices and accounting policies to staff, vendors and clients, resolve accounting discrepancies, recommends, develop and maintain financial data bases, computer software systems and manual filing systems, supervise the input and handling of financial data and reports for the company's automated financial systems, using the Navision Accounting software

Oversee completion of all work including posting, processing, and verification of receipts, credit claims, refunds, interest charges, and others, responsible for posting transactions and maintaining accounts accurately and in line

Responsible for delivering results across assigned account(s) within agreed upon budgeted time frame, scope, expenses, client fees, and cross charges

Jan 1998 - Dec 2004

Project Administrator

Sumitomo Corporation Singapore

Provide secretary and administrative support to Project Manager and Construction Manager, and 4 Engineers;

Accountable for daily work to carry out project plans, office Management: (inc. facilities), managing the office, allocation of office space and seating planning for staff, overseeing staffs strength more than 20, day-to-day project reporting, presentations and document preparation

Submit/prepares expense claims, manage work calendars, schedules meetings and appointments, writes business correspondences, fax, memos, agenda and minutes of meetings and other correspondences which requires judgment and discretion, prepares travel arrangements, hotel accommodations and transportations, runs contract negotiations, work with management to monitor overall regional project cost/schedule/scope, develop in-region client and third party vendor relationships, organize and handle all logistics arrangement for meetings

Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid staff, meet with individuals, special interest groups and others on behalf of management, committees and boards of directors, manage and maintain manager schedules

Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.

Accountable in Document Control;

Managing document numbering system, approvals and retention, setting up and maintaining a systematic filing system to ensure ease in retrieving and tracking of documentation, ensure all the engineering and supplier documentation are processed in a timely manner and all the relevant documentation are registered/maintained in the E-document Management System (EDMS)

Transmit all distribution of documentations to relevant parties both internal and external, and documentation to ABS for information/review and approval

Coordinate IDC for all corporate procedures, work instructions, guidelines and ensure this documentation is filed in systematic manner

Assist in file data conversion of spreadsheets/drawings using Auto Card R13/14, Microsoft access and works, generate and maintain the Document Index/Register the Deliverables to Operations Team

HR Admin;

Responsible for the training of new hires, recruitments, plans and allocate staff roster to ensure proper coverage during annual leave or absence, organize and coordinate all in-house and external functions and activities, manage EP applications and renewals, induction program for new starters, in compliance with statutory requirement


Independently wage full set, generate monthly management reports, calculate and process payroll, liaise with auditors and banks, handle all tax-related matters, assist in AP/AR, month end closing, data entry of figures and data, preparation of reports, liaise in regards to any discrepancies in reports, accounts filing and sorting of documents

Financial responsibilities include: regional project cost estimates (fixed fee & time and materials, contracting, proposal generation, expense management, invoicing, prepares proposal presentations to clients

Responsible for delivering results across assigned account(s) within agreed upon budgeted time frame, scope, expenses, client fees, and cross charges

Project Works

Commissioning of High Pressure Gas Transmission Pipeline from Jurong Island

Pulau Sakra to Senoko Gas Works, Tuas Power Station to Jurong Pier Road – Section 1

With Sumitomo as the Main Contractor, Shimizu Corporation Subcontractor

Designer Development Resources Pte Ltd, Owner Singapore Powergas, Start-up 2002 to 2004

PCS Projects in Pulau Sakra, Jurong Island

With Sumitomo Chemical Singapore Pte Ltd (SCS) as the core company, the

Singapore MMA and Acrylic Group(SMAG) Complex operate several plants that produce methylmethacrylate

monomer (MMA) and polymers(PMMA) and acrylic acid (and its derivatives),

Start-up was in 2nd half of 1998 to 2001


Jan 2004 - Dec 2006


Curtin University of Technology
Jan 2003 - Dec 2003


Thames Business School
Jan 2002 - Dec 2002


Singapore Institute of Commerce
Jan 2001 - Dec 2001


Thames Business School
Mar 1998 - Dec 1998

GCE O Level

Private Candidate
Jan 1994 - Dec 1997

GCE N Level

Pioneer Secondary School




Advanced File Management Advanced Internet & Email Skills Text Processing Skills Computer Networking skills Telephone Answering Skills Organizational Skills   Problem Solving Skills Office Management Secretarial & Project Works Purchasing & Accounting Human Resource Interpersonal Communication Skills  

Microsoft Office Suite; Outlook, Words, Powerpoint, Excel


MS Frontpage & Project

AutoCard R13/14

Dream weaver, Macromedia Fireworks, Macromedia Flash

Adobe Photoshop, Adobe Illustrator, Adobe Acrobat


Enthusiastic, prioritization abilities developed and competently committed and responsible, adapts to new situations.  Successfully handle a wide range of functions using a combination of creative, organizational, and writing skills. Maintain focus in demanding work environments, under deadline and pressure conditions. Meet challenges head-on and always find a way to effectively complete multiple assignments or tasks.


At home, I enjoyed cooking everything that I like, I like experimenting recipes. I like collecting recipes and I try to cook it for dinner and lunch on the weekend especially when it comes during the Hari Raya Feast!

Reading is one of my hobbies and interest too, when I was a student I described myself as book-worm since I really love reading anything that caught my interest, even exciting cooking and lifestyle magazines, especially Home Deco and Wallpaper!