Mary Ann Panopio, Administrative Data Entry Specialist | Data Entry Professional | Bookkeeper| Human Resource

About

I have seventeen years of experience in Office Management, Document Management, Accounting, and Administration, optimizing productivity, efficiency, and service quality across various environments. Highly dependable, ethical, and reliable support specialist and leader that blends innovative administrative, technical, and business expertise. Works effectively with cross-functional teams in guaranteeing operational and service excellence. Manages my task effectively by being attentive, and detail-oriented, organized. COMPETENCIES: • Communicate and negotiate effectively with the client, suppliers, superiors, and staff. • Effectively manage between 50 to 120 staff, recruit, orient, delegate jobs, and address their concerns and request. • Prepares technical and non-technical reports or documents. • Maintains records in the system and keeps track of the documentation. • Effective in managing time, schedule, planning, and setting priorities. • Assessing and finding solutions to problems and making decisions for the project, office, and other urgent matters especially when the superiors are not available, and analyzing the disadvantages and advantages. • Creates and maintains several spreadsheets for cost planning, budgets, cash flows, inventories, document and equipment tracking, payroll, staff records, etc. • Monitors monthly income, expenses, budgets, and losses.

Experience

Specialist Independent Building Services

Aug 2013 – Present

Doha, Qatar

Office Manager

Oversees and administers the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation. Prepares payroll and controls correspondence, designs filing systems, reviews, and approves supply requisitions, and assigns and monitors clerical functions. Maintains office staff by recruiting, selecting, and orienting employees. Prepares correspondence, reports, and presentations for each project and the client. Receives, reviews, and analyses contract agreements to ensure it is aligned with the proposal or commercial offer. Coordinate and organize project meetings with the clients. Prepares progress schedules, analyses project requirements and manages manpower plans to ensure efficient and effective use of company staff and equipment resources. Prepares progress reports to ensure that the project will be completed as per the contract and allowed duration. Develop and implement a system to track the materials, equipment, and progress for various projects. Manage the supply and equipment and ensures equipment is functioning and calibrated. Team up with the technical team on bid package preparation both technical and commercial. Function as an account administrator. • Managing company assets and financial expenditures. • Preparing financial documents such as invoices and monthly profit reports. • Monitor and follow up on payments from the client. • Maintaining files on account receivables and updating records as required. • Managing the flow of petty cash by recording all monetary transactions. • Sources products and services required for the project and office needs. • Ensuring that suppliers and clients are informed of any changes to service agreements and payment options. • Archiving financial documentation and updating accounting registers/databases on a monthly or annual basis.

Specialist Independent Building Services

Jun 2013 – Aug 2014

Doha, Qatar

Document Control Manager

Led a group of document controllers and/or records clerks working as a dedicated team. Responsible to establish/maintain procedures for maintaining documents and change of control documents. Evaluated and develop improved techniques for the controlled documents. Responsible for the implementation and maintenance of the company document control system. Ensured proper receiving and registration of incoming and outgoing documents. Controlled issuance of document numbers, including maintenance of proper document registers. Monitors document reviews and accuracy of document transmittals. Ensured quality of document reproduction, scanning, and distribution. Ensured proper document classification, sorting, filing, and proper archiving.

Muhibbah Engineering LLC | Overseas Bechtel

Mar 2010 – Jun 2013

Doha, Qatar

Document Controller | Adminstrative Assistant

Maintained a tracking facility to enable documents to be updated and tracked easily. Ensured the technical/controlled documents are stored properly and accurately. Ensured all documents are as up-to-date as possible within the electronic filing system, to prevent the use of obsolete documents. Presentation and filing of documents and drawings. Issued and distributed controlled copies of information to relevant parties. Received documents and ensures all documents are distributed to all personnel concerned. Checked the quality of the document before submission. Reviewed T&C Procedures, O&M Manuals, and Training Manuals before submission. Scanned and photocopied drawings and documents as required. Assist the engineers and subcontractors in preparing and approval of the test packages. Facilitated meeting schedules and itineraries of the staff. In charge of logistics, office stationery, and transportation itineraries. Dealt with others' inquiries and complaints. Coordinated with the vendor/supplier, subcontractors, and consultant. Prepared Testing and Commissioning Reports • Wrote reports according to the completion of the testing. • Planned, organized, and monitored the progress of the test packages (IRF). • Liaised with the manager, engineers, subcontractors, consultants, and reviewers. • Evaluated and check the test forms/ drawings/ certificates and relevant documents in every test package. • Prepare responses to correspondence containing routine inquiries. Overseas Bechtel (supplied as Admin Assistant) • Filed and retrieved corporate documents, records, and reports. • Generated reports. • Ensured all weekly reporting are updated. • Read and analyzed incoming memos, submissions, and reports to determine their significance and plan their distribution. • Recorded minutes of the meeting

HHR Consultinh

Jun 2009 – Mar 2010

Doha, Qatar

Document Controller

Controlled all documents and ensures that each document are distributed to all personnel concerned. Computer application installation, software, and hardware. Set up PCs and checked backups and local communication. Controlled all incoming and outgoing e-mails for the projects Organized and update a comprehensive filing system which includes business correspondence, contracts, inquiries, and requisition of documents. Maintained and update the drawings registers and other submission logs. In-charged the facilitation of the meeting schedules, and itineraries of the management, staff, etc. In-charged employees’ payroll processing. Ensured the technical documents are stored properly, creates an efficient data storage/filing system and all aspects of documentation are effectively controlled and categorized. Ensured the computers, printers, etc. are operational, troubleshooting and dealing with security issues. Helped design presentations for managers. Dealt with others' inquiries and complaints. Monitored and continuously improve the document control procedures following the project objectives and company’s procedure.

MPradil Accounting & General Services

Nov 2006 – Jun 2009

Philippines

Accounting Assistant

In-charged in preparation and dissemination of business correspondences. Facilitated meeting schedules, hotel bookings, and itineraries of the management, staff, etc. Book Keeping for clients like doctors, contractors, architects, clinics, and other business establishments.

Education

AMA Computer University

Bachelor of Science in Computer Science, Computer Science

Interior Design Institute

Diploma in Interior Design

Mary Ann Panopio

Administrative Data Entry Specialist | Data Entry Professional | Bookkeeper| Human Resource

Skills

Languages