Nina Sarah Francisco
Summary
Detail-focused professional with significant experience in document management and control. Adept at maintaining comprehensive records and ensuring regulatory compliance, contributing to smooth operational workflows. Known for fostering team collaboration and delivering reliable results in dynamic environments, leveraging strong organizational and communication skills.
Overview
12
12
years of professional experience
Work History
Document Controller
GS Engineering & Construction
03.2020 - Current
- Scanned, filed and transmitted various documents and adhered to digital filing procedures.
- Maintained document archive and file server of approved documents and drawings to provide easy traceability and retrievability.
- Maintained accurate records of all project-related documents, facilitating quick retrieval when needed.
- Provided support for document controls and worked with contract documents.
- Checked accuracy and completeness of documents to identify deficiencies and recommend corrective actions.
- Ensured timely submission of project documents by closely monitoring deadlines and prioritizing tasks accordingly.
- Monitored due dates and deadlines and worked to submit all documents on time or early.
- Allocated unique document numbers to internal documents and incoming external documents and tracked in database.
- Established and managed document distribution matrix and document control register.
- Reduced errors in documentation by maintaining consistent formatting and proofreading for accuracy.
- Carefully reviewed all documents and reports for completeness and accuracy.
- Collaborated closely with project managers to create and maintain accurate document distribution matrices, ensuring the right information reached relevant personnel in a timely manner.
- Enhanced document organization by implementing efficient categorization and filing systems.
- Proofread filenames, titles and submittal details to streamline submittal and avoid rejection.
- Safeguarded sensitive information through stringent adherence to company confidentiality policies and procedures.
- Submitted documents in LTA system (EPIC)
Crewing Personnel Officer
Teekay Shipping
06.2018 - 02.2020
- Streamlined HR processes for increased efficiency in benefits administration and payroll management.
- Spearheaded diversity and inclusion initiatives, promoting a more inclusive workplace culture for all employees.
- Forged relationships with sea staff and be the ‘go to’ contact for employee relations matters.
- Acted as the team Marine HR partner for sea staff
- Assisted with preparation of team manning and travel budgets as required.
- Provided input to monthly annual crew and travel analysis/OPEX reports
Marine Personnel Coordinator
Teekay Business Process Inc.
09.2017 - 06.2018
- Collaborated effectively with interdisciplinary teams to achieve desired outcomes in complex problem-solving scenarios.
- Assisted in training coordination for sea staff.
- Arranged flights and visa arrangements for ongoing and outgoing sea staff.
- Acted as team Marine HR partner for sea staff and be the "go-to" contact for all employee relation matters.
- Monitored applications for licenses and endorsements made to Flag State.
- Scheduled training courses as required for sea staff
Executive Secretary
MST Marine Services Phils. Inc.
11.2014 - 09.2017
- Handled confidential information in professional manner.
- Maintained strict confidentiality in all aspects of personal, financial, and corporate information.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Served as a liaison between executives, staff members, clients, and stakeholders to maintain effective communication channels.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Enhanced executive productivity by efficiently managing schedules and appointments.
- Transcribed phone messages and relayed to appropriate personnel.
- Answered high volume of phone calls and email inquiries.
- Assisted in preparation of financial reports, budgeting and forecasting for executive office.
- Boosted morale within teams by fostering a positive work environment with open lines of communication.
- Facilitated smooth travel arrangements for executives, ensuring seamless itineraries and accommodations.
- Collaborated with various departments to develop cohesive strategies for achieving organizational goals.
- Demonstrated flexibility adapting quickly when new tasks or responsibilities arose, maintaining a high level of performance under pressure.
- Strengthened relationships with clients through attentive service and prompt issue resolution.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Collated and distributed agendas and minutes for all executive meetings.
- Coordinated successful meetings and events by meticulously planning agendas, logistics, and materials.
- Organized and updated schedules for executives.
- Developed and implemented office policies and procedures to facilitate smooth workflow.
- Supported project completion through diligent tracking of milestones, deadlines, resources allocation making sure that all projects were executed successfully.
- Supported the activities of Seafarer's Wives Association
- Optimized time management for executives through skilled coordination of tasks and priorities.
- Prepared MST Annual President's Report
Crewing Assistant / Documentation (Operations)
MST Marine Services Phils. Inc.
08.2013 - 11.2014
- Worked closely with management to provide effective assistance for specific aspects of business operations.
- Safeguarded sensitive information through proper documentation handling, data entry, and record maintenance procedures.
- Boosted team productivity with regular preparation of sea staff documentation prior joining the vessel
- Prepared sign-on cash advance, vouchers for endorsements, visa fee and other pre-departure cost of sea staff.
- Monitored medical results with the corresponding clinic twenty-four (24) hours after medical examination.
- Prepared immigration/ customs formalities of on/off-signing crew in the Philippine ports.
- Assisted in the application of flag state and other related documents required.
- Ensured smooth day-to-day operations by managing email correspondence and promptly addressing inquiries.
- Fostered positive sea staff relationships by regularly updating them on planned vessel assignment.
- Streamlined document preparation, ensuring accuracy and compliance with STCW standards.
Education
Bachelor of Arts - International Studies
Far Eastern University
Philippines03-2013
Skills
- Document management
- Document organization
- Adobe acrobat
- SharePoint administration
- Attention to detail
- Problem-solving
- Multitasking Abilities
- Excellent communication
- Interpersonal skills
Timeline
Document Controller
GS Engineering & Construction
03.2020 - Current
Crewing Personnel Officer
Teekay Shipping
06.2018 - 02.2020
Marine Personnel Coordinator
Teekay Business Process Inc.
09.2017 - 06.2018
Executive Secretary
MST Marine Services Phils. Inc.
11.2014 - 09.2017
Crewing Assistant / Documentation (Operations)
MST Marine Services Phils. Inc.
08.2013 - 11.2014
Bachelor of Arts - International Studies
Far Eastern University
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