Admin & Operation Manager
AL SHAHEEN TECHNICAL CONTRACTING COMPANY
Total years of experience :18 years, 2 Months
1. Client Interaction and Communication
• Acted as the primary point of contact for the company, ensuring prompt and professional responses to client inquiries via telephone and email.
• Fostered strong client relationships through effective communication, addressing client needs, concerns, and inquiries.
2. Client Support and Relationship Management:
• Delivered exceptional client support to key clients, including industry leaders such as GE, Toshiba, Siemens, HSS, AG Melco, and IMF.
• Consistently provided timely solutions to client issues, fostering trust and long-term partnerships.
3. Procurement and Bidding Expertise:
• Managed end-to-end procurement processes, including pre-qualification submissions and bidding, with prominent clients such as KOC, KNPC, KIPIC, and KAFCO.
• Successfully secured contracts through competitive bidding, demonstrating a comprehensive understanding of procurement procedures.
4. Vendor Registration and Pre-Tender Meetings:
• Oversaw vendor registration processes with clients, ensuring compliance with their requirements and standards.
• Actively participated in pre-tender meetings to gather critical project information and establish rapport with clients.
5. Bid Management and Compliance:
• Facilitated online bid submissions to KOC and engaged in Ariba Sourcing bids, adhering to strict submission guidelines.
• Managed bid bonds, performance bonds, and project insurance, ensuring full compliance with Kuwaiti commercial laws and regulations.
6. Business Development and Market Expansion:
• Proactively identified and sourced international manufacturers and service companies, expanding business opportunities and market reach in Kuwait.
• Contributed to the company's growth strategy by tapping into new markets and partnerships.
7. Financial and Project Management:
• Efficiently tracked receivable status in client's vendor portals, promptly notifying clients of any potential delays.
• Assisted in the preparation of operating budgets and played a crucial role in resource allocation for projects.
8. Resource Coordination and Risk Mitigation:
• Coordinated manpower, transportation, equipment, and subcontractors for projects, ensuring all insurance and compliance requirements were met.
• Mitigated risks by ensuring proper insurance coverage for manpower, vehicles, and subcontractors.
9. Office Operations and Document Management:
• Delegated tasks to office support staff and effectively controlled document access and organization.
• Maintained a meticulous digital filing system for all incoming and outgoing documents, ensuring easy retrieval and compliance with record-keeping standards.
10. Financial Administration and Payroll:
• Prepared invoices using Focus and issued account statements, streamlining accounting processes.
• Collaborated closely with Project Managers and Finance Managers to maintain cash flow and review budget accuracy.
• Accurately processed payroll based on timesheets, managing benefits and deductions and facilitating salary transfers to financial institutions.
11. Compliance and Licensing:
• Managed the timely renewal of chamber licenses, customs clearances, and tax clearances online, ensuring continuous compliance with regulatory requirements.
1. Documentation of BID and PQ Submission:
• Meticulously compiled and organized all documentation required for bid and pre-qualification (PQ) submissions.
• Ensured the accuracy and completeness of submission packages, adhering to strict deadlines and quality standards.
2. Coordination and Assistance to International Principal Companies:
• Actively collaborated with international principal companies, serving as a key liaison to facilitate smooth communication and cooperation.
• Assisted in resolving queries, addressing concerns, and ensuring alignment between the company's objectives and the principals' expectations.
3. Visa Arrangements:
• Managed visa arrangements for employees and associates, including visa applications, renewals, and compliance with immigration regulations.
• Ensured timely processing of visas, minimizing disruptions to project timelines.
4. Maintenance of International Agencies' Documents:
• Maintained a comprehensive and up-to-date repository of soft and hard documents related to international agency agreements.
• Ensured easy access to critical information, fostering efficient collaboration and compliance.
5. Agency License, Bid Bonds, and Company Legal Documents:
• Monitored and updated agency licenses, bid bonds, and all relevant company legal documents, ensuring they remained current and compliant.
• Collaborated with legal teams to address any document-related matters promptly.
6. Sharing Tender/PQ Documents with Principals:
• Facilitated the exchange of tender and pre-qualification documents with principal companies.
1. Quotation Preparation:
• Proficiently prepared detailed and accurate quotations for clients, ensuring all project-specific requirements and pricing considerations were addressed.
• Collaborated with relevant departments to gather necessary information and maintain consistency in quoting processes.
2. New Employee Contracts and Orientation:
• Administered the onboarding process for new employees, including the preparation and review of employment contracts.
• Conducted comprehensive employee orientations to ensure a smooth transition into the company, introducing them to company policies and procedures.
3. Maintenance of Passports and Employee Files:
• Managed the safekeeping and organization of employees' passports and crucial documentation.
• Maintained comprehensive employee files, ensuring the completeness and confidentiality of records.
4. Monitoring Employee Camp Facilities:
• Oversaw and monitored the facilities provided to employees in company camps, ensuring their safety, comfort, and compliance with regulations.
• Addressed any facility-related issues promptly to maintain a conducive living environment.
5. Client Coordination:
• Acted as a key point of contact for clients, ensuring effective communication, addressing inquiries, and facilitating the resolution of client concerns.
• Maintained positive client relationships through regular updates and responsiveness.
6. Monthly Payroll Preparation:
• Skillfully managed the end-to-end process of monthly payroll preparation, accurately calculating and processing employee salaries, benefits, and deductions.
• Ensured timely disbursement of salaries and compliance with legal requirements.
o Man power allocation for the site works.
o Prepare the Salary sheets for the Contract and Casual employees.
o Coordinate with shipping agent for export.
o Maintain personal files, attend for the recruitment process, Maintain Employees attendance and Leave schedule.
o Get the insurance bonds for construction works.
o Maintaining Utility bills and share with finance.
o Coordinate for Advertising and printing works.
o Maintain the Company Vehicle Insurance files.
o Performing and overseeing the project works under the direct supervision of Project manager/Executive Director.
o Coordinate with district (regional) project staff and collecting regional information.
o Compiling and producing the Documentation for web update.
o Report to the project manager with the monthly situation and the performance report of the project.
o Communicate with partner organizations and other stakeholders.
o Identifying Human Rights violations and feeding them into Database.
o Weekly and Monthly Data analysis for dissemination.
courses: Successfully Completed Certificate course in Human Resource in Management in IPM Srilanka Diploma in Human Rights - Institute of Human Rights (IHR), Srilanka Technical Certification: Crash course on Statistical analysis
courses: Successfully Completed Certificate course in Human Resource in Management in IPM Srilanka Diploma in Human Rights - Institute of Human Rights (IHR), Srilanka Technical Certification: Crash course on Statistical analysis