Marie Avaricio Avaricio
Doha
Summary
Dynamic administrative professional with extensive experience in leveraging MS Office tools and SAP to enhance operational efficiency. Proven track record in providing high-level executive support. Strong communicator dedicated to fostering positive relationships among clients, staff, and management, with expertise in resource allocation and schedule management. Orderly and committed administrative assistant offering solid skills in customer relations and resilience to handle challenges of fast-paced environments. Bringing detail-oriented and decisive nature with sound judgment, good multitasking abilities and self-motivated nature. Comfortable working alone or with teams to accomplish on-time and accurate clerical tasks.
Overview
16
16
years of professional experience
Work History
Senior Principal Administrative Assistant - Cost Control Department
Mcdermott Eastern Hemisphere Limited
Doha
01.2023 - 11.2024
- Contact Point for Critical Payment List
- Followed up with unapproved invoices to assist logistics and procurement team.
- Created invoices targeting reimbursable costs.
- Managed cost monitoring for engineers' trips.
- Generated workhours report using Kronos.
- Assisted with preparing monthly reports for submission to senior management.
- Oversaw invoice processes to ensure timely approval of transport-related expenses.
- Generated Purchase Requests using R2P.
- Applied advanced editing techniques for quality assurance.
- Handled report dissemination and filing efficiently.
- Fulfilled various unexpected tasks as needed.
Senior Principal Administrative Assistant - Executive Project Director
Mcdermott Eastern Hemisphere Limited
04.2022 - 12.2022
- Support Executive Director, and Senior managers in their daily tasks
- Managed the calendar of the Executive Project Director
- Prepared PowerPoint presentations for the Executive Director’s report and presentations
- Prepare gate passes, visas, travel arrangements, and hotel reservations for the Executive Project Director and the project teams
- Prepare gate passes, visas, travel arrangements, and reservations for the in-coming visitors
- Processed expense claims and timesheets of the Executive Project Director
- Coordinate and direct office services, such as IT, maintenance/housekeeping, and personnel, to aid all members of the team
- Excellent proofreading and editing skills
- Distribute correspondence and other project documents to all team members and disciplines
- Maintain and update logs of all incoming and outgoing correspondences, procedures, and other documents
- Responsible for providing systematic electronic filing procedures for easy retrieval of live and archived documents
- Support the HR Project Manager in the internal publication of new joiners in the project
- Responsible for monitoring open actions in PLM and granting access to a new user
- Records and updates HSE report for weekly internal publication
- Responsible for granting access to Teams and for the input of new employees in the system
- Organizes workshops, team building, team dinners, and parties
- Perform ad-hoc duties assigned from time to time
Carbon Plant Secretary
Qatalum Ltd.
10.2008 - 06.2020
- Supported Carbon Group Manager and Carbon Management Team, with their daily tasks
- Prepared confidential reports and compiles compliance and audit data
- Efficiently managed Carbon Group Manager’s Microsoft Outlook Calendar to facilitate the scheduling of meetings
- Prepared Accounts Payable paper works necessary to process invoices for Senior Management
- The focal point of contact for the Carbon Department both internal and external Departments
- Organize and plan Department’s Leadership Team leave planner for the year and presented it to the Group Manager for approval
- Assisted employees under Carbon Department with their daily requests, issues, and concerns
- Assisted in the processing of reimbursements and OT payments to facilitate on-time payments
- Produced accurate office files, updated spreadsheets, and crafted presentations to support the Carbon Group Manager and boost team efficiency
- Provided an exceptional level of service by listening to concerns and answering questions
- Followed up with requests and concerns
- Responded to emails and other correspondence to facilitate communication and enhance business processes
- Arranged business travels and processes expense-related reports
- Excellent proofreading and editing skills
- Monitored all office supplies inventory to ensure stock levels and databases were updated
- Performed duties following all applicable standards, policies, and regulatory guidelines to promote a safe working environment
- Performed other tasks and responsibilities assigned from time to time
Document Controller
Qatalum Ltd.
09.2010 - 06.2012
- Provided support for document controls and worked with contract documents
- Proofread filenames, titles, and submittal details to streamline submittal and avoid rejection
- Created project control documentation to support the needs of important projects
- Enforced use of standardized forms and templates to achieve uniformity of communications across departments and functions
- Scanned, filed, and transmitted various documents and adhered to digital filing procedures
- Established and managed document distribution matrix and document control register
- Allocated unique document numbers to internal documents and incoming external documents and tracked them in a database
- Modified and maintained tools to support operations and business process creation using Adobe Acrobat, SharePoint, Excel, and Access capabilities
- Performed document reproduction, printing documents from electronic sources such as email attachments, PDF files, and cloud storage
- Communicated with clients to review contracts, answer questions and determine special circumstances
- Collaborated across departments and levels of management to gain consensus on procedural documentation
- Reviewed document management protocols and user activities against internal records policies and document management standards
- Completed transmittal logs and stored them in files for specified durations
- Uploaded company procedures and policies to EDMS, routing for approval and training
- Supported end-user access requirements by establishing compliant systems and effective access policies
Administrative Support/ Coordinator
Qatalum Ltd.
10.2008 - 08.2010
- Coordinated travel itineraries, including flights, ground transportation, and hotel accommodations of Department Heads
- Monitored and directed incoming mail and prepared outgoing mail
- Collaborated with Contractors and various departments to resolve issues
- Addressed questions and managed communications with employees and HR
- Kept physical files and digitized records organized for easy updating and retrieval by authorized team members
- Provide services to employees with day-to-day work and complex problems
- Analyzed and solved multi-faceted problems that affected executive leaders and business initiatives
- Oversaw appointment scheduling and itinerary coordination for both contractors and personnel
- Arranged corporate and office conferences for company employees and guests
- Enhanced collaboration between team members by preparing meeting materials and taking clear notes to distribute to stakeholders
- Organized Management meetings and Contractors and coordinated the availability of conference rooms for participants
- Prepared detailed documents and reports in adherence to administrative processes
- Performed other tasks and duties assigned from time to time
Education
B.S Commerce - Banking and Finance
Central Philippine Unversity
Skills
- Adaptability and flexibility
- Confidentiality and discretion
- Travel arrangements expertise
- Calendar management mastery
- Effective problem solving
- Strong Organizational Skills
Personal Information
Nationality: Filipino
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Senior Principal Administrative Assistant - Cost Control Department
Mcdermott Eastern Hemisphere Limited
01.2023 - 11.2024
Senior Principal Administrative Assistant - Executive Project Director
Mcdermott Eastern Hemisphere Limited
04.2022 - 12.2022
Document Controller
Qatalum Ltd.
09.2010 - 06.2012
Carbon Plant Secretary
Qatalum Ltd.
10.2008 - 06.2020
Administrative Support/ Coordinator
Qatalum Ltd.
10.2008 - 08.2010
B.S Commerce - Banking and Finance
Central Philippine Unversity
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