S. MARY LOYALA

Work History

Admin Assistant/Document Controller

ASTAD Project Management

Doha, Ad Dawḩah

12.2016 - 05.2019

Project 1: Client: Qatar Museum Authority Project
Project 2: Client : Qatar Foundation,
Project 3: Client : Hamad Medical Corporation
Project 4: Client : Qatar Petroleum
Perform administrative duties, word processing activities; prepare and maintain logs and spread sheets, process incoming and outgoing mail, track the dispatch of the outgoing and incoming correspondence, maintain departmental records and archives and information management as deemed necessary to maintain the support services required for the effective operations of the department in accordance with defined procedures and quality standards.
Review and process all staff requests assigned by the management for all related administrative services such as letter drafting, leave processing etc to facilitate effective personnel administration.
Prepare letters and other correspondence to external bodies on behalf of company employees as per prevailing policies and procedures in order to facilitate all necessary documentation are processed in a timely, accurate and efficient manner.
Preparing and arranging the Tender submissions.
Track the signing and dispatch of all outgoing correspondence related to assigned tasks.
Prepare tracking logs and spread sheets as instructed by management. Manage records and archives related to projects and assigned tasks as per departmental and corporate document control procedures.
Establish, maintain records, handle photocopying and filing and arrange for the efficient operation of office equipment to support the effective functioning of the unit.
Maintain and regularly update records on corporate database systems and applications.
Managing Sr. Project Manager’s calendar; keep him well informed of upcoming commitments and responsibilities.
Process, tract and monitor RFQs, Purchase Requisitions & Purchase Orders. Liaise with suppliers, both Local and Overseas.
Maintain EIMS database to maintain accuracy and quality. Prepare data in order to generate report charts and presentations.
Identify information processing problems and escalate to manager where applicable. Provide point of reference on simple aspects of work for guidance on practices, precedents and techniques.
Provide support to junior staff in order to train them.
Establish documentation system to ensure proper storage and retrieval of required documents.
Review and process all staff requests assigned by the management for all related administrative services such as letter drafting, leave processing etc., To facilitate effective personnel administration. Organize and maintain project files and databases.
Carry out all secretarial and clerical duties for the Project Budget & Accounts Controls Manager and ensure that confidentiality is maintained at all times.
Schedule and coordinate meetings and appointments.. Well experienced in Oracle Primavera Unifier Systems.
Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
Managing PMO Director’s calendar; keep him well informed of upcoming commitments and responsibilities. Booking rooms and conference facilities.
Responsible for Document Controlling the numbering, filing, sorting and retrieval of electronically stored or hard copy documentation produced by technical teams, projects or departments in a timely, accurate and efficient manner.

Logistics Officer

Egis International

Doha, Ad Dawḩah

06.2015 - 10.2016

Provide Logistics, procurement and administrative support to QEZ3 Project.
Process, tract and monitor RFQs, Purchase Requisitions & Purchase Orders. Liaise with suppliers, both Local and Overseas.
Review and analyse all vendors/suppliers, supply, and price options. Manage transport operation of the project and supports the delivery of any assigned tasks.
Maintain HSE induction records of the new joiners and make sure that they all receive HSE induction information.
Visit site offices on weekly basis to assure that all the logistics related concerns are well taken care of. Liaise with HR department on project staff mobilization and maintain records of new staff.
Prepare welcome announcement for the new joiners and make sure that they receive their general induction, IT equipment’s, and PPE

TECHNICAL ASSISTANT

Qatargas company Ltd –Qatar

Doha, Ad Dawḩah

04.2015 - 05.2015

Provide executive support on secretarial and administrative to the General Manager and other managers. Preparing the gate passes for the external delegates (Auditor’s).
Coordinate with theTravel Arrangements. Maintain the incoming outgoing documentation and correspondence.
Request and order for PPE (Personal Protective Equipment) and maintain records;. Preparing and ordering the stationaries for the department.

TECHNICAL ASSISTANT

RasGas company Ltd –Qatar

Ras Lafflan, Ad Dawḩah

03.2009 - 03.2015

Provide executive support to the Asset Managers by offering a complete, secretarial & administrative support and oversee the general office duties that are in confidential & sensitive nature.
Work independently, ensuring the compliance of the established standards & procedures to carry out the day-today work in a controlled & consistent manner.
Maintain SharePoint User Groups and permissions. Act as a content manager for the department and provide SharePoint Access to the end users.
Organizing the Monthly/Quarterly Meetings and take down Minutes of Meeting. Coordinate and facilitate Business Travel Arrangements
Maintain the incoming outgoing documentation and correspondence. Coordinate with Business department for the Events Management
Request and order for PPE (Personal Protective Equipment) and maintain records; Provide complete support for the Head of Lab, Sr. Chemist and other Lab Technicians;
Provide complete Admin support for Utilities Asset and AKG Assets and other Assets when they approached;
Safety walk items Report enter in the e-Safety remedial actions . Data Management Technical training database and maintain the document/filing cabinet

Executive SecretaryTO THE HSE MANAGER

Qatargas Operating Company, Ltd – Qatar

Ras Lafflan, Ad Dawḩah

07.2008 - 01.2009

Provide necessary executive support tasks by offering a complete, secretarial &administrative support independently, and general office duties,including tasks that are in confidential & sensitive nature
Preparations of business correspondence, types letters, forms, memos, reports, statistical tables from handwritten drafted material, notes and verbal instructions
Notify concerned parties of upcoming meetings events through notices on bulletin boards or email
Independently respond to letters and general correspondence of a routine in nature. Organize appointment calendar, arrange meetings and make travel arrangements
Maintain filing system, including electronic data and hard copy correspondence files, personnel files, general files and pending
Responsible for preparing gate passes and follow ups. Giving SharePoint access to the Department

JobResponsibilities

Al Emadi Enterprises Real Estate Company

Doha, Qatar

10.2005 - 12.2007

Responsible of the general administrative/secretarial matters. Attending the inventories/updating the inventories
Preparing and drafting letters locally and Internationally. Dealing with maintenance work and company vehicle matters. Preparing memo’s, circulars, reports and filing, etc.,
Preparing presentations, etc., Preparing Employee evaluation (rank) statements. Arranging and preparing flight booking, tickets etc., Operating office systems (ERP)

EXECUTIVE SECRETARY (LEGAL)

Carsons Cumberbatch Group of Companies

Colombo, Sri Lanka

08.2004 - 09.2005

Responsible for all legal matters of the Group, liaising and coordinating with all the subsidiaries and reporting directly to the Manager Director and Chairman.
All Civil Litigation, Contracts and Lease matters pertaining to the Group, preparation and filing of papers with locally and Internationally. Preparing and helping to the Finance, to make the Annual Reports

SECRETARY (Legal)

LEGAL SECRETARY Company M/s. Murugusu & Neelakandan, Attorneys-at-law & Notaries Public

Colombo, Sri Lanaka

12.1998 - 07.2004

Attending correspondence pertaining to legal advises to local/foreign clients
Attending for the Registration of Trade Marks since we represent as the Agent for this assignment
Represented to the legal advisory meetings to take down notes and distributing suggestion and improvement envisaged in this forum
Preparing the minutes and agendas of the meeting concern
Attending to matters at Registrar of Companies on behalf of client including to industrial designs, Trademarks and patents

Summary

Overview

Work History

Admin Assistant/Document Controller

Logistics Officer

TECHNICAL ASSISTANT

TECHNICAL ASSISTANT

Executive SecretaryTO THE HSE MANAGER

JobResponsibilities

EXECUTIVE SECRETARY (LEGAL)

SECRETARY (Legal)

Education

Diploma - Advanced Diploma Secretarial And Administration

Diploma - Diploma in Computer Science

No Degree - AAT Stage I And II

Diploma - Executive Secretaries, Colombo –Sri Lanka

GCE Advanced Level Examination - Commerce

Skills

Accomplishments

Interests

Timeline

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