Maria Victoria Chaves-Tabilin

Objective

I would always have liked to work in a resourceful company and the enormous amount of knowledge and information that I would get and develop while working with the organization/company.

PROFESSIONAL EXPERIENCE:

Work History
Jul 2014 - Jan 2015

Document Controller (Contractual for 6 months)

Enviromena Power Systems – Masdar City, Abu Dhabi, UAE


Project: Hybridization of Al Yassat Island Diesel Power Station with 800 kW Photovoltaic Solar Plant

    • Supporting the Project Management Team; maintains specifically assigned project database/s.
    • Uploading, downloading, scanning all documents submitted to the client and consultant into the server/DMS.
    • Attending meeting with Project Manager or Project Engineer with client management.
    • Ensures proper document classification, sorting, filing and proper archiving.
    • Maintaining the LOD (List of Deliverable ); allocating numbers for an easy and quick traceability of documents/drawings.
    • Responsible to maintain master documents/drawings; registering also incoming and outgoing correspondence and weekly progress reports; reviews completeness of documentation and prepares document transmittals.
    • Receives and registers Client provided document for detail engineering or construction engineering project, including in-house generated document.
    • Controls issuance of document numbers, including maintenance of proper document registers for detail engineering or construction engineering project.
    • Performs document quality check in accordance to Company engineering document control procedures.
    • Performs file backup to ensure proper storage and archiving of electronic registers; keeping track of all company records by looking through both hard files and computer data base files on a regular basis.
    • Prepares engineering project reports, as may be required.
Feb 2013 - Dec 2013

Office Manager/Document Controller

First Solar Electric LLC – Dubai, UAE


Project: 13 MW Power Solar Plant – Phase 1 (Sh. Mohammed Bin Rashid Al Maktoum Solar Park)

Office Manager

    • Responsible to whatever it is that needs to be done to keep the company running efficiently.
    • Additional duties includes signing for deliveries, receiving and distributing mail, and keeping the reception area tidy (making sure magazines are current, watering plants, etc.).
    • Ordering all office supplies needed to run an efficient and professional office, keeping track of when supplies are running low, and making sure goods are ordered before they run out.
    • In-charge of overseeing office computers, photocopiers, fax machines and phone systems or at least oversees their repair by a professional when necessary.
    • Organizing the piles of paperwork that is comprehensive and easy-to-follow filing system for invoices, receipts, client information, and other important documents.
    • Attending meetings with Project Manager when Project Engineer(s) are not available to take minutes of meetings; preparation & distribute minutes of meetings.
    • Do travelling arrangements which includes application of visas, flight bookings and hotel reservations.
    • Act as the de facto human resources department, handling issues such as new employee paperwork and employee files.

Document Controller:

    • Prepares and maintains AFC and As-built photostat books for detail engineering or construction engineering project, either for in-house use or for onward transmittal to Client during project closeout.
    • Controls issuance of document numbers, including maintenance of proper document registers for detail engineering or construction engineering project.
    • Do weekly progress reports from the Engineers for final submission.
    • Responsible for uploading all documents into the First Solar Power Home server. Keeping track of all company records by looking through both hard files and computer data base files on a regular basis.
    • Ensures that all documents have no errors in filenames, submissions, etc before submitting it to the next department to avoid confusion.
    • Making sure that the documents submitted are correctly filed in the department’s archive, and available as necessary.
    • Do regular exception reports on late documentation are made available for management review.
Aug 2010 - Feb 2013

Document Controller/Admin Assistant

Project: 100 MW Shams 1 Power Solar Plant (CSP)

    • Responsible for uploading all documents into the PKM, FTP & E-Rooms system via internet server. Keeping track of all company records by looking through both hard files and computer data base files on a regular basis.
    • Responsible for file validation and document controlling. This involves checking the documents to make sure all information regarding the project is up-to-date and factual.
    • Ensured that all documents have no errors in filenames, submissions, etc before submitting it to the next department to avoid confusion.
    • Assured that all governance documents and other confidential documents are kept in the safe cabinet.
    • Attending weekly meeting when Project Assistant/Project Administrator is not available to take minutes of meetings; preparation & distribute minutes of meetings.
    • Checked documents that all employees follow the standard format & to edit documents that have typographical errors and other types of errors.
    • Receiving Bills of Lading from the Contractor; check Chemical, Radioactive and Hazardous.
    • Handled Material Release Permit if it matches with the Bill of Lading before releasing to the Contractor.
    • Performed other duties such as reliever for Senior Administration Officer during her annual leave.
Jul 2009 - Jul 2010

Office Manager/Executive Secretary

Ouais Group Engineering & Contracting (OGEC) Limited


    • Responsible to whatever it is that needs to be done to keep the company running efficiently.
    • Taking all telephone calls and patches them through to the appropriate extensions. Also, in charge of ensuring that your phone system is operating smoothly and fulfilling your needs.
    • Additional duties includes signing for deliveries, receiving and distributing mail, and keeping the reception area tidy (making sure magazines are current, watering plants, etc.).
    • Order all the supplies needed to run an efficient and professional office, keeping track of when supplies are running low, and making sure goods are ordered before they run out.
    • In-charge of overseeing office computers, photocopiers, fax machines and phone systems or at least oversees their repair by a professional when necessary.
    • Organized the mounds of paperwork that is comprehensive and easy-to-follow filing system for invoices, receipts, client information, and other important documents.
    • Acted as liaison between the company's VP Finance & Control Services and Finance Manager, or performing payroll service, and handing out paychecks.
    • Liaise with the annual renewal of Company License/Trade License.
    • Does travel arrangements including application of visas, flight bookings and hotel reservations.
    • Acted as the de facto human resources department, handling issues such as new employee paperwork and employee files.
Oct 2000 - May 2009

Procurement & Logistics Assistant/Secretary

Total Elf Petroleum Iran – Dubai, UAE

Project: Exploration & Production – Dorood, Balal & Sirri Projects (Iran)

    • Responsible for ensuring that requisitions and Purchase Orders that can be operationalized effectively within the context of the entire procurement process
    • Ensured efficient and effective delivery of logistics support to the project.
    • Assisted with complex travel arrangements of all rotational personnel.
    • Responsible for preparation of Service Orders, Mission Orders, Expense Statement, Hotel Reservations.
    • Obtained visa arrangement & air passage tickets for outgoing personnel, & requests PTA tickets for incoming personnel through company's travel agent.
    • Performed other tasks like preparation of monthly consumption of fuel on hired vessels, records weekly cumulative issuance of purchase orders by each purchaser, which includes 2-year spare parts replenishment of materials through spreadsheet presentation.
    • Dealt with incoming emails, faxes and posts and producing documents, reports and presentations.
    • Managed EPI Office Petty Cash.
    • Updated all movable assets using Visial Database.
    • Arranged car reservations for personnel who were newly assigned in Dubai.
    • Organized material for meetings, presentations, and training sessions.
    • Maintained hard copies and electronic filing systems.
    • Performed other duties such as reliever for Executive Secretary/Personal Assistant to the General Manager, and other departments' secretaries who were on annual leave.
Feb 2000 - Sep 2000

Project Secretary

Parsons International Limited – Dubai, UAE

Project: Emirates Hills Project & Westside Marina Project

    • Prepared inter-office memo and typed letters to Clients and Contractors prepared by the Engineer’s.
    • Did typing of other technical submittals to Clients for approval.
    • Assisted in preparing Monthly Progress Report.
    • Provided basic administrative support to functional department or assigned project.
    • Helped prepare non-technical reports.
    • Maintained hard copies and electronic filing systems.
    • Prepared construction programs for the project with the use of MS Project 97.
Dec 1997 - Jan 2000

Personal Assistant/Executive Secretary to the Managing Director & General Manager

Target & Jima Construction Co. LLC
    • Prepared various correspondence i.e., inter-office memo, letters to clients and subcontractors, and minutes of meetings.
    • Arranged conference room bookings and ordered food for meetings as needed.
    • Registered employees for conferences and seminars as needed.
    • Prepared documents for the submittal of tenders i.e., organization chart, structure of the company, etc.
    • Assisted in initial personnel activities, such as CV management and interview coordination for office recruitment, employment processing.
    • Thoroughly systematized personnel filing system and streamlined working routines for implementation of Administration department, resulting organized and immediate delivery of services by the department.
    • Instructed and assisted staff concerning correct procedures.
    • Prepared detailed itineraries and expense reports for domestic and international travel.
    • Managed the contracts pertaining to Central Services of the company such as Facilities, Maintenance Services, Tenancy Control, etc.
    • Kept appointments/meetings for Managing Director and General Manager and issued/gave reminder as necessary.
    • Directly reported to the General Manager any forecast for any management acts that may directly or indirectly affect the company's clients.
Oct 1996 - Nov 1997

Secretary to the Project Manager

Sarco & Target LLC (Joint Venture) – Dubai , UAE

Project: DEWA RC3 Water Pipeline Replacement (Al Quoz, Nad Al Sheba, Satwa & Karama)

    • Prepared daily progress report and progress payment certificates.
    • Prepared construction programs for the project with the use of MS Project 97.
    • Controlled the handling of general, confidential and related correspondences for the project and distributed them for necessary action.
    • Prepared daily progress report and progress payment certificates.
    • Maintained project-filling system according to the document project management requirements and the established Company guidelines.
Dec 1995 - May 1996

Secretary to the Operations Manager

FMC ETEG & Partners LLC
    • Arranged flight and hotel bookings of guests and executive staff from branch offices abroad.
    • Arranged and followed-up visa application for incoming visitors (both guests and executive staff from branch offices abroad).
    • Preparation of monthly staff and labor payroll.
    • Assisted the Customer Support Supervisor in the preparation of quotations and Sales Order.

Education

Education

Xavier University (Ateneo de Cagayan) - Philippines
Bachelor of Science in Business Administration
Major in Management (Graduated on May 1980)

Skills

              • Windows 7, Windows XP
              • MS Office Application 2010, i.e. Word, Excel, PowerPoint, MS Access, MS Outlook
              • MS Project 97 – Project Planner
              • Typing speed 40 wpm
              • Ability to adapt and learn any software applications, if any ample time to study on my own

References

Mr. Galen Torneby – Senior Director of EPC Project Development – SunPower galentorneby@gmail.com      

Mr. Laurent Longuet – Managing Director, ME – Akuo Energy, SunPower Corporation +971 50 4411530

Mr. Louis Thiros – Director, International Project - First Solar Electric LLC +971 55 2274824