Yunita Sabrina Halida
Summary
Have over 10 years experience in both Administration and Quality Control of Documentation within diverse organizations. A proactive and result-driven professional who demonstrates abilities in analyzing the requirements of a project, recommends required development and is effective supervisor in carrying out to implement the approved processes and procedures of a project within the team. Energetic in giving trainings, fast learner and an efficient team leader with strong analytical, problem solving and continuous learning skills.
Overview
13
13
years of professional experience
Work History
Sr. Executive Project & Document Controller
Vallianz Shipbuilding & Engineering Pte. Ltd.
10.2017 - Current
- Managed document processes through scanning, filing and transmitting while following all standard procedures.
- Develop and maintain document control processes for the efficient management and recording of technical and engineering documentation.
- Coordinates directly with Project Manager, Shipyard and Project Engineer to develop the management of project documents.
- Responsible for ensuring documentation is systematically managed using Document Management System and aligned with project’s processes and procedures.
- Responsible for creating and implementing processes and procedures related to document control in line with the project.
- Responsible for supervising the coordination of records and information from creation or receipt through processing, distribution, storage and retrieval, and organization.
- Responsible for supervising and providing directions and guidance over of junior document controllers and staffs by providing technical guidance and instruction in relation to Document Control policies, processes and procedures.
- Develop electronic filing and archive system and technical library, storage, retrieval and management of documents so easy to be controlled and kept for audit/internal requirements
- Provide mentoring to improve junior staff effectiveness and skills.
- Treat confidential and proprietary information with sensitivity and confidentiality.
- Generates and Provide up to date reports on projects document status.
- Develop and creation of register log which efficiently tracks outstanding correspondence and submittals that requires response (for both internal and external organization).
- Monitors and supervise day to day duties of the document control team
- Upload/Register Letter, Suggested Letter, Documents, Memos, Correspondences, Transmittals, Submittals and other related Documents.
- Creating work flow templates & updating the templates if necessary
- Provide administrative and documentation support to the Technical/Engineering/Operations/Project Team, from initial enquiry, record the purchase request lists, processing of quotation, generate purchase requisition, raise sales orders/purchase orders and raise good valuation record once procurement process had done.
Sr. Project Secretary and Admin Executive
Swiber Offshore
05.2015 - 08.2017
- Managing the day-to-day operations of the office for Project Management Team
- Receive and print all mails, correspondence, documents etc, from other offices, sub contractors /suppliers pertaining to our office and forward the same to our dept head.
- Document controller for Project Management Team.
- Making travel and accommodation arrangements for Project Management Team
- Planning and scheduling meetings and appointments for Project Management Team
- Organizing and maintaining files and records
- Managing projects team expenses claims
- Preparing and editing correspondence, reports, and presentations
- Act as the point of contact between the executives and internal/external clients
- Undertake the tasks of receiving calls, take messages and routing correspondence
- Handle requests and queries appropriately
- Maintain diary, arrange meetings and appointments and provide reminders
- Monitor office supplies and research advantageous dealers or suppliers
- Develop and carry out an efficient documentation and filing system
- Prepare and raise purchases requisition and good receive note for purchasing of office equipment’s and project purchasing request
Project Secretary Cum Document Controller
Rajawali Swiber Cakrawala
03.2011 - 04.2015
- Organized, maintained and safeguarded files and databases.
- Receive and print all mails, correspondence, documents etc, from other offices, sub contractors /suppliers pertaining to our office and forward the same to our dept head.
- Register and save all incoming mails for future references.
- Register, scan and save all outgoing memos, letter, fax etc for future references.
- Photocopies of mails, documents and circulate/e-mail/dispatch to all concerned and obtain signatures as directed by dept head.
- Prepare Document Transmittal (DT) for all outgoings & Maintain register.
- File all mails, documents (incoming & outgoing letters, minutes of meeting, suppliers or subcontractors correspondences etc.) as per standard procedures.
- Forward/dispatch documents along with DT to the concerned, pertaining to leave application, request for passport, clearance certificate, and staff request letters to HO or HRD, duty joining, timesheet (staff/labour) etc.
- Misc. works like arrange photocopy, labeling the files, answer to all our documents, QAQC issues and arrange documents if necessary. Destroy all unwanted documents, after taking concurrence from the department Head.
- Preparing transmittals for Shop drawings, Technical submittals and other general Documents for onward submission to consultant.
- Updating drawing Document Register and Arranging Drawing Tracking System.
- Collection, Segregation & Prepare Distribution of Drawings to Site and Engineers
- Preparation of Drawings Status Weekly & Monthly Reports
- Co- Ordinate with the clients, Vendors, Subcontractors inter Department and Other third Parties involved for any technical clarifications of procedure, Specifications and Drawing
- Use MS Word, MS Excel, MS Access, Power Point, MS Outlook, Internet etc. in a standalone and network environment. In addition to the above, all duties of a Document Controller as per Company Standards. Operate Company’s in house Computer Programs.
- For Final Documentation preparing Index and Tracking System and submit to Client for Approval. Incorporate Client Comments on the Final documents and resubmit
- Responsible for the Implementation Client Approved Documents, Procedure to be Company Inter Department Client, Vendors, Sub contractors and other involved Parties in the project
- Well knowledge in the field of administration, computer, and all types of documents controlling (centralized) with hardfiles & soft copies
Education
Bachelor Degree in Fisheries - Technology of Fisheries
Lambung Mangkurat University
Banjarbaru, South Kalimantan, Indonesia02.2006
Skills
- Team Work
- Innovative Problem Solving
- Electronic Document Management Systems
- Organizational Skills
- Interpersonal Communication Skills
- Training & Development
- Supervision & Leadership
- Data Management
- Team Building
- Quality Assurance
- Document Distribution
- Log Updating
- Workflow Management
- Multitasking
- Information Literacy
- Multiple Discipline
- Organization Skill
- Project Teams
- Secretarial Skills
- Problem Solving
Languages
English
Bilingual or Proficient (C2)
Indonesian
Bilingual or Proficient (C2)
Malay
Advanced (C1)
Timeline
Sr. Executive Project & Document Controller
Vallianz Shipbuilding & Engineering Pte. Ltd.
10.2017 - Current
Sr. Project Secretary and Admin Executive
Swiber Offshore
05.2015 - 08.2017
Project Secretary Cum Document Controller
Rajawali Swiber Cakrawala
03.2011 - 04.2015
Bachelor Degree in Fisheries - Technology of Fisheries
Lambung Mangkurat University
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