Aiza Hernandez Mingala
Dubai,UAE
Summary
Senior Project Coordinator with over 12 years of experience in the energy industry, specializing in coordinating complex, high-value projects across the Middle East and North Africa (MENA). Currently with NOV, a global leader in energy technology and oilfield solutions, where I support the successful planning, execution, and delivery of multidisciplinary projects while ensuring alignment with client requirements, operational objectives, and industry standards. Proven expertise in project coordination, scheduling, stakeholder management, resource planning, project documentation, and operational support throughout the project lifecycle. Adept at collaborating with cross-functional teams of engineers, technical specialists, procurement, logistics, and management to deliver projects on time, within budget, and to the highest quality and safety standards. Recognized for building strong client relationships, facilitating effective communication between internal and external stakeholders, and proactively identifying and resolving project risks to ensure seamless execution. Results-driven and highly organized, with a strong commitment to continuous improvement, operational excellence, and customer satisfaction. Skilled in monitoring project performance, preparing executive reports, maintaining compliance with company procedures, and supporting strategic business initiatives that drive long-term value. Complementing my practical industry experience, I hold a Level 7 Postgraduate Diploma in Business Management from the Cambridge Management and Leadership School, providing a solid foundation in leadership, business strategy, and organizational management.
Overview
19
19
years of professional experience
5
5
years of post-secondary education
1
1
Language
Work history
Project Coordinator
National Oilwell Varco (NOV Products Middle East FZE)
Dubai
11.2014 - 07.2026
- Coordinate end-to-end execution of complex manufacturing projects from order kick-off through customer acceptance, ensuring alignment with project scope, schedules, quality standards, and client requirements.
- Act as the primary liaison between the UAE manufacturing facility and customers across the MENA region, providing regular project updates, managing expectations, and ensuring timely delivery of project milestones.
- Collaborate with Sales, Engineering, Manufacturing, Quality Control, and Logistics teams to monitor project progress, resolve issues, and maintain on-time project execution.
- Develop and manage manufacturing schedules, Inspection and Test Plans (ITPs), Factory Acceptance Test (FAT) documentation, inspection reports, and quality records.
- Coordinate Factory Acceptance Tests (FAT), facilitate customer inspections, secure Quality Control approvals, and obtain inspection release certificates.
- Prepare, review, and submit complete Manufacturing Record Books (MRBs), technical documentation, and project transmittals for customer approval and final project closeout.
- Coordinate end-to-end logistics from local manufacturing through warehouse receipt and final customer collection, ensuring compliance with project schedules.
- Manage shipping documentation, Certificates of Origin (COO), Local Goods Entry, JAFZA gate passes, and customs clearance requirements to support seamless domestic and regional deliveries.
- Proactively resolve logistics and last-mile delivery challenges to minimize delays and ensure customer satisfaction.
- Serve as the primary coordination point between NOV’s UK manufacturing facility and customers across the MENA region for pumps and mixers orders.
- Utilize Microsoft Dynamics 365 and Jira to monitor production schedules, order status, delivery milestones, and customer commitments.
- Coordinate Saudi Arabia projects by managing customer registrations, sales orders, purchase orders, project updates, and logistics activities while ensuring compliance with local requirements.
- Create and manage Sales Orders, Purchase Orders, order amendments, project milestones, and invoicing within JD Edwards (JDE) ERP, ensuring data accuracy and timely processing.
- Coordinate procurement activities with local and international suppliers to support manufacturing schedules and operational requirements.
- Ensure timely preparation, validation, and submission of customer invoices while supporting accurate revenue recognition.
- Manage customer and vendor onboarding through the TPH portal for UAE and Saudi operations, including business unit configuration, documentation, and system administration.
- Lead customer pre-qualification activities for Mixing and Pumps business by preparing and submitting technical and commercial documentation for new business opportunities.
- Administer multiple customer procurement portals, including SAP Ariba, SABIC, Oracle, SAP, and other client platforms, ensuring timely submission of RFQs, quotations, order acknowledgements, invoices, and compliance documentation.
- Partner with Finance to ensure accurate invoicing, payment tracking, and reconciliation while proactively resolving invoice discrepancies, customer disputes, and outstanding receivables.
- Monitor project commercial activities to support healthy cash flow and timely project closure.
- Work closely with Sales, Engineering, Manufacturing, Finance, Procurement, Quality, and Logistics teams to ensure successful project execution and continuous process improvement.
- Support multiple business functions during peak operational periods, contributing to effective problem-solving, improved customer service, and achievement of business objectives.
- Foster strong relationships with internal stakeholders and customers, promoting collaboration, operational excellence, and high levels of client satisfaction.
Administrative Assistant / Executive Assistant to Directors
Seed Group – A Company of The Private Office of Sheikh Saeed Bin Ahmed Al Maktoum
Dubai
04.2013 - 10.2014
- Provided comprehensive executive and administrative support to senior leadership, ensuring the efficient day-to-day management of business operations and executive schedules.
- Managed high-volume communications by handling incoming calls, emails, business correspondence, and inquiries from clients, investors, and international stakeholders with professionalism and confidentiality.
- Coordinated executive calendars, meetings, and appointments, ensuring effective scheduling, preparation of meeting materials, and timely follow-up on action items.
- Organized domestic and international business travel, including flight bookings, hotel accommodations, transportation, visa applications, and itinerary management for executive directors.
- Assisted in planning and coordinating executive meetings, corporate events, and business engagements, ensuring seamless logistics and successful execution.
- Prepared professional presentations, reports, business documents, and correspondence to support executive decision-making and business development initiatives.
- Maintained organized filing systems and accurate records for corporate documents, reports, contracts, and confidential information in accordance with company standards.
- Processed internal administrative requests and ensured compliance with company policies and procedures through timely preparation and follow-up of required documentation.
- Conducted market research and identified potential clients, strategic partners, and investment opportunities to support international business development activities.
- Managed office administration, including procurement of office supplies, records management, and coordination of general administrative operations to ensure business continuity.
- Delivered exceptional service to VIP guests, business partners, and senior executives, maintaining the highest standards of professionalism, discretion, and customer service.
- Collaborated with internal departments and external stakeholders to facilitate smooth communication, efficient workflow, and timely completion of business activities.
Sales & Marketing Executive
Fordecio Power Drive Corporation (Exclusive Distributor of WEG Electric Motors)
Makati City
01.2011 - 03.2013
- Managed sales and marketing activities for industrial electric motors and power transmission solutions.
- Developed and maintained strong relationships with new and existing customers, identifying business opportunities and supporting revenue growth.
- Prepared customer quotations, processed sales orders, and coordinated with internal teams to ensure timely product delivery.
- Conducted product presentations and provided technical and commercial support to customers.
- Collaborated with suppliers and customers to ensure high levels of service and customer satisfaction.
Sales & Membership Consultant
True Fitness Pte. Ltd.
Singapore
02.2009 - 01.2011
- Consulted prospective members on fitness programs and membership packages, consistently delivering exceptional customer service.
- Built and maintained strong client relationships, contributing to membership growth and customer retention.
- Achieved individual sales targets through effective consultation, relationship management, and follow-up activities.
- Coordinated membership administration, customer enquiries, and promotional campaigns.
Room Reservation Agent
Daimon Hotel Philippines
Manila
02.2007 - 12.2008
- Managed room reservations and guest enquiries through telephone, email, and in-person interactions.
- Coordinated booking confirmations, room availability, and reservation records while ensuring accuracy and efficiency.
- Delivered professional customer service by addressing guest requests and resolving booking-related issues promptly.
- Worked closely with front office and housekeeping teams to ensure a seamless guest experience.
Education
Level 7 Postgraduate Diploma - Business Management
Cambridge Management and Leadership School
Cambridge, United Kingdom 01.2023 - 01.2024
Diploma - Hospitality & Culinary Arts
Punlaan School of Culinary Arts & Tourism
Metro Manila, Philippines 01.2002 - 01.2004
Bachelor of Arts (A.B.) - Political Science
Universidad de Manila
Metro Manila, Philippines 01.2000 - 01.2002
Skills
- Over 12 years of experience in project coordination, operations, logistics, and customer relationship management within the energy and manufacturing industry
- Proven ability to coordinate multiple high-value, cross-functional projects from order receipt through manufacturing, testing, delivery, and customer acceptance
- Strong project lifecycle management skills, including planning, scheduling, resource coordination, documentation control, risk identification, and project closeout
- Experienced in coordinating multidisciplinary teams across Sales, Engineering, Manufacturing, Quality Assurance, Procurement, Logistics, Finance, and Customer Service
- Excellent stakeholder management and communication skills, with the ability to build strong relationships with customers, suppliers, and internal teams across the MENA region
- Skilled in managing multiple priorities simultaneously while consistently meeting project milestones and delivery deadlines in fast-paced environments
- Strong analytical, problem-solving, and decision-making abilities with a proactive approach to resolving operational and project-related challenges
- Extensive experience coordinating Factory Acceptance Testing (FAT), Inspection & Test Plans (ITPs), Manufacturing Record Books (MRBs), quality documentation, and customer inspections
- Comprehensive knowledge of logistics coordination, shipping documentation, customs compliance, import/export processes, and supply chain operations
- Experienced in customer onboarding, vendor management, commercial documentation, invoicing, payment coordination, and customer procurement portals (SAP Ariba, Oracle, SABIC, TPH, and other client platforms)
- Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Teams
- Strong working knowledge of ERP and business systems, including JD Edwards (JDE), Microsoft Dynamics 365, Oracle Fusion, Oracle CPQ, SAP Ariba, and Jira
- Familiar with project management methodologies, scheduling principles, documentation control, and continuous process improvement
- Highly organized with exceptional attention to detail, ensuring accuracy in project documentation, reporting, and commercial processes
- Collaborative team player with the ability to lead coordination efforts across multicultural and cross-functional teams while maintaining a strong customer-focused mindset
- Adaptable and resilient, with the flexibility to manage changing priorities and work under pressure to achieve business and project objectives
Languages
English
Proficient (C2)
Timeline
Level 7 Postgraduate Diploma - Business Management
Cambridge Management and Leadership School
01.2023 - 01.2024
Project Coordinator
National Oilwell Varco (NOV Products Middle East FZE)
11.2014 - 07.2026
Administrative Assistant / Executive Assistant to Directors
Seed Group – A Company of The Private Office of Sheikh Saeed Bin Ahmed Al Maktoum
04.2013 - 10.2014
Sales & Marketing Executive
Fordecio Power Drive Corporation (Exclusive Distributor of WEG Electric Motors)
01.2011 - 03.2013
Sales & Membership Consultant
True Fitness Pte. Ltd.
02.2009 - 01.2011
Room Reservation Agent
Daimon Hotel Philippines
02.2007 - 12.2008
Diploma - Hospitality & Culinary Arts
Punlaan School of Culinary Arts & Tourism
01.2002 - 01.2004
Bachelor of Arts (A.B.) - Political Science
Universidad de Manila
01.2000 - 01.2002