Anna Mae Fajela
Admin Secretary/Document Controller
Fujairah
Summary
Detailed- oriented administrative professional with 9 years of experience assisting work of high achieving executives. Successfully manages high volume workloads in rapidly changing environments with a positive attitude. Willingness to take on added responsibilities to meet team goals.
Overview
10
10
years of professional experience
1
1
year of post-secondary education
1
1
Certification
Work History
Administrative Secretary
CONSOLIDATED CONSULTANTS GROUP (Branch Office)
Dubai
11.2022 - 08.2023
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Sorted, opened, and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Managed filing system, entered data and completed other clerical tasks.
- Completed forms, reports, logs and records to quickly handle all documentation for human resources.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
- Assisted coworkers and staff members with special tasks on daily basis.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Routed business correspondence, documents, and messages to correct departments and staff members.
- Responded to inquiries from callers seeking information.
Document Controller/Project Secretary
CONSOLIDATED CONSULTANTS GROUP CLIENT: MINISTRY OF PRESIDENTIAL AFFAIR (MOPA)
Fujairah
03.2019 - 11.2022
- Provided support for document controls and worked with contract documents.
- Checked accuracy and completeness of documents to identify deficiencies and recommend corrective actions.
- Monitored due dates and deadlines and worked to submit all documents on time or early.
- Scanned, filed and transmitted various documents and adhered to digital filing procedures.
- Carefully reviewed all documents and reports for completeness and accuracy.
- Established and managed document distribution matrix and document control register.
- Maintained document archive and file server of approved documents and drawings to provide easy traceability and retrievability.
- Allocated unique document numbers to internal documents and incoming external documents and tracked in database.
- Managed technical documentation flow of engineering, project management and construction activities.
- Checked blueprints and drawings for accuracy and completeness.
- Enforced use of standardized forms and templates to achieve uniformity of communications across departments and functions.
- Coordinated document exchange between departments, contractors, suppliers and customers.
- Collaborated across departments and levels of management to gain consensus on procedural documentation.
- Performed document reproduction, printing documents from electronic sources such as email attachments, PDF files and cloud storage.
- Completed transmittal logs and stored in files for specified durations.
- Maintained organized and efficient document flows by using excellent planning and multitasking skills.
- Prepared documents for projects in accordance with project manager, team, or client specifications.
- Worked with internal staff to process documents and sent for closing.
- Managed file archival and information retrievals.
- Contributed to design and implementation of overall corporate documentation standards, numbering conventions and templates.
- Managed regulatory requirements and audit support needs by completing and submitting accurate paperwork.
- Promoted efficient document processing by maintaining orderly and clean control room.
- Provided assistance with inbound and outbound document processes, document sorting, logging and work order creation.
- Liaised with project teams, vendors and third parties on documentation flow, handover and project close-out.
- Proofread filenames, titles and submittal details to streamline submittal and avoid rejection.
Receptionist/Assistant Document Controller
FIBREX CONTRACTING & ENGINEERING CLIENT: MINISTRY OF PRESIDENTIAL AFFAIR (MOPA)
Fujairah
01.2018 - 03.2019
- Prepared and maintained master calendar, collecting and disseminating general information.
- Managed multiple tasks and met time-sensitive deadlines.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Maintained order and cleanliness of reception area for professional and inviting atmosphere.
- Confirmed appointments, communicated with clients, and updated client records.
- Answered central telephone system and directed calls accordingly.
- Communicated with individuals entering building to boost security, assist visitors and keep visitor log.
- Organized electronic and hard copy filing systems for easy retrieval of documents and information.
- Greeted numerous visitors, vendors and interview candidates.
- Prepared, collected and distributed outgoing and incoming mail and packages.
- Maintained confidentiality of information regarding clients and company.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Kept reception area clean and neat to give visitors positive first impression.
- Answered phone promptly and directed incoming calls to correct offices.
- Responded to inquiries from callers seeking information.
- Maintained visitor log for entering and leaving facility for security purposes.
Helpdesk/Assistant Receptionist
OUR OWN ENGLISH HIGH SCHOOL
Fujairah
10.2013 - 11.2017
- Answered central telephone system and directed calls accordingly.
- Responded to inquiries from callers seeking information.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Maintained confidentiality of information regarding clients and company.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Answered phone promptly and directed incoming calls to correct offices.
- Confirmed appointments, communicated with clients, and updated client records.
- Resolved customer problems and complaints.
- Kept reception area clean and neat to give visitors positive first impression.
- Maintained visitor log for entering and leaving facility for security purposes.
- Monitored and screened visitors to verify accessibility to inter-office personnel.
- Operated multi-line telephone system to answer and direct high volume of calls.
- Helped office staff prepare reports and presentations for internal or client-related use.
- Compiled information from files and research to satisfy information requests.
Education
BACHELOR OF SECONDARY EDUCATION MAJOR IN ENGLISH
04.2001 -
Undergraduate (SY -2008)
07.2019 - 01.2020
Caregiver Ceritification
Skills
Administrative support
Multi-line phone proficiency
Tracking document flow
Document organization
Organization skills
Time management
Certification
UAE DRIVING LICENSE
Personal Information
Birth Date: November 26 1989
Status: Single
Visa Status: Cancelled Visa
Timeline
UAE DRIVING LICENSE
08-2028
Administrative Secretary - CONSOLIDATED CONSULTANTS GROUP (Branch Office)
11.2022 - 08.2023
Knowledge Point Institute - ,
07.2019 - 01.2020
Document Controller/Project Secretary - CONSOLIDATED CONSULTANTS GROUP CLIENT: MINISTRY OF PRESIDENTIAL AFFAIR (MOPA)
03.2019 - 11.2022
Receptionist/Assistant Document Controller - FIBREX CONTRACTING & ENGINEERING CLIENT: MINISTRY OF PRESIDENTIAL AFFAIR (MOPA)
01.2018 - 03.2019
Helpdesk/Assistant Receptionist - OUR OWN ENGLISH HIGH SCHOOL
10.2013 - 11.2017
UNIVERSITY OF SAN AGUSTIN - , BACHELOR OF SECONDARY EDUCATION MAJOR IN ENGLISH
04.2001 -