Site Administrator
Emrill Services LLC
مجموع سنوات الخبرة :17 years, 6 أشهر
Ensure all administrative activities are handled effectively and efficiently.
Ensure strict confidentiality discretion and professionalism when dealing with delicate Company matters/issues.
Ensure effective and continuous communication.
Maintain/Update/administer and coordinate all approved contracts/Agreements.
Maintains up-to-date manuals, directives, and organizational charts and keeps the Facilities Management (FM) Landscaping Department informed of changes.
Ensures that the overall department files, in both hard and soft copies are always in order and obtains proper document filing system for all the master files.
Coordinating internal/external to make sure all Mystery Shoppers issues attended as priority to close in the system on time.
Assisting in Tender’s Packages Evaluation, Tender Memo and obtain proper document filing system for all the master files.
Communicate and coordinate with internal and external individuals at all levels and assist in creating a smooth and productive working environment for the Facility Management team.
Ensure all details are approved by the cost management team such as budget & bidders list before raising tender through Tejari.
Ensure that all invited bidders are pre-qualified before floating the tender.
Coordinate all invited tenderers to follow the Company SOP’s and submit all necessary documents on time.
Ensure that all RFI’s, clarification should be forwarded to consultant for their review/evaluation.
Schedule and arrange tender opening and coordinate with the tender committee.
Checking and verifying all bidders submitted their technical & commercial bids.
Preparing tender comparison sheet/analysis for each commercial round.
Arranging technical & commercial meeting to close all open points.
Coordinating negotiation meeting to the shortlisted bidders for their best and final offer.
Preparing commercial summary analysis including event schedule for management approval.
Preparing letter of Nomination (LON) for the successful Bidder.
Provide support to the management and staff on procurement related matters.
Provide and support to management and staff on procurement matters.
Preparing documents such as pre-qualification questionnaires, enquiry Letter, RFI’s and RFP’s.
Responsible for establishing a company’s guidelines and outline for completed proposals.
Draft and review bid submission content, ensuring all bids are submitted on time and fully compliant with requirements.
Assists in the development and delivery of all bids and projects, ensuring pre-qualification questionnaires and all tender documentation are completed.
Be responsible for the creation, coordination, and formatting of both Financial + Technical Proposals.
Schedules and arrange tender opening and coordinate to tender committee.
Ensure all proposals are formatted and comply with company brand standard guidelines, customer requirements and follow quality guidelines.
Analyze the vendor’s documents to ensure the responses being created respond implicitly to the questions being asked.
Maintain bid information database and ensure the information accurately reflects the bid process.
Performs regular check of procurement/contracts documents in order to ensure that all documents are properly submitted and received back to/from other departments.
Must ensure the complete safety of documents and arrange proper place/filing cabinets to keep documents. All movement to these documents must be recorded properly.
Establish a document controlling system and set the different processes and policies required to successfully implement the system.
Responsible for updating document tracking system, validating and reporting on document review progress.
Ensures that all documents have no errors in filenames, submissions, etc.
Prepares Document Transmittals, Delivery and collection of documents from other departments on regular basis.
Maintain confidentiality of all the documents.
Other reasonable and normal duties associated with the proposal, as directed by the proposal line manager.
Responsible for the day to day processing of technical documentation through the electronic document management system in accordance with the established project procedures/guidelines.
Develop and maintain document control processes for the efficient management and recording of QHSE documentations and kept for audit/internal requirements.
Experience in identifying drawing’s, sorting of engineering documents through EDMS.
Familiarity with technical documentation (specifications, drawings, design analysis, quality manuals, validation protocols, department procedures and work instructions etc).
Maintained electronic filing, archiving system and technical library for ease of issuance, storage, retrieval and documents management.
Maintain record and control the engineering library of relevant procedures, codes & standards, specifications and reference documents, contract documents, within the secure document control area.
Document distribution by transmittal system as per document distribution matrix for hard copy and electronic document transfer.
Responsible for maintaining hard copies and electronic copies of all technical document, reports and related information in an orderly manner, in line with policies and procedures.
Maintain the documents and drawings in the document control office under safe custody without any damage or deterioration with easy traceability.
Ensures that the project runs smoothly by tracking project progress and timely communicating its status to management and project members.
Coordinate all activities related to the document control procedure, including technical documents, drawings, correspondence, procurement schedules, vendor delay documents, supplier document registers.
Coordinate with all other Section and division of engineering department and with various other departments to ensure that document control activities are correctly followed and are performed efficiently without causing delays.
Ensures timely and accurate distribution of the controlled copies of latest approved documents and drawings to the appropriate staff, subcontractors, suppliers and clients as applicable.
Maintain a record of the KPIs related document submission and report the same on a monthly basis.
Attend client meetings and assist with project requirements.
Carry out general office administration duties from time to time.
Answering phone calls and queries.
Control and maintain project Record of incoming/outgoing documents.
Using various MS office applications such Word, Excel, Outlook, PowerPoint, Oracle, ERP, Aconex etc.
Performs tasks assigned by Line Manager.
Prepare, operate and update document control procedures in line with the company’s document management System.
Maintain document progress reports to Project Managers.
Ensure all documentation provided as per client quality formatting requirements like correcting templates, fonts and style, pagination and numbering and other activities.
Correspondence/handling customer issues including distribution and resubmittal of revisions.
Create document control and correspondence folders for individual projects.
Ensure all templates used with the department conform to the company standard.
Assist in the day-to-day running of the Accounts Office, records all transactions and responsible for the preparation of payables & receivables report.
Handling petty cash and ensuring that reconciliations are completed on a weekly basis.
Assist Accountants in processing cheques, monitoring outstanding and posting invoices, and ensuring all filing is done in a timely and accurate manner.
Scheduling and arranging both internal & external meeting and conference.
Establishes and maintain office files, logs, control records, or other information concerning the work under supervisor’s control.
Maintain confidentially of documents and information received.
Maintain records of invoices and creditors' payments as well as carrying out other duties assigned.
Sort, open, and distribute incoming mail to staff, associates incoming correspondence with files or related materials needed for meeting, correspondence and reports.
Knowledge of organization, work flow, forms, and procedures.
Filing, maintaining and ensuring proper documentation.
Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.
Provide information by answering question, request and support from project/department personnel.
Input document data into the standard registers ensuring that the information is accurate and up to date.
Maintain supplies inventory by checking stock to determine level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
Complete operational requirements by scheduling and assigning administrative projects; expediting work results.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications being responsible.
Contributes to team effort by accomplishing related results as needed.
Performing basic computation, keeping balance sheets of amounts and numbers of transaction.
Maintain records inventory control.
Other duties may be assigned as necessary by the supervisor.
Receiving request letters from different school departments and presenting to the Department Head for approval and placing of orders.
Receiving deliveries of school supplies and other goods.
Maintain scheduled office hours and assist with the daily office operation as determined by supervisor.
Maintain confidentially of documents and information received.
Maintain records of invoices and creditor’s payment as well as carrying out other duties assigned.
Knowledge of organization, work flow, forms and procedures.
Type correspondence, entering data/computing.
Carry out program manager projects for major campus events.
Organized the evaluation process for all new student and transfer orientation, mentor program, leadership, parents.
Performing monthly inventory of supplies and storage tasks.
Turnover sales at the end of the shift.
Encoding request letters, inventory data etc.
Providing assistance to students.
Filing, maintaining and ensuring proper documentation
I graduated with BS degree in Commerce, major in Computer Science. I worked in the University as Student Assistant (Purchasing Dept.) from May 2002 to April 2006 while in college, wherein I was granted as a university scholar. With more than 7 years diversified experiences in UAE, dedicated to achieving and to serve with best of my professional efficiencies.