Senior Admin Executive
Compass Qatar
Total years of experience :11 years, 3 Months
Management of the proposing cycle from lead generations till proposal submission.
• Contributing to the highest level of prospects and customers satisfaction.
• Lead sales process, involving other resources as required, to successfully submitting the proposal to the customer customers.
• Performs an initial review of the Invitation to Tender (ITT) documents to establish the scope of work, the Tender schedule and the composition of the Tender team.
• Ensure that all relevant data and information compiled during the tender development phase is considered and made available to all Tender team members
• Develops and prepares clarifications, tender submittal, post-submittal clarifications, etc.
• Maintains accurate records and files (manual & electronic) of all the tender data (i.e. correspondence, quotations, internal input, etc).
• Facilitates with the identification of necessary resources and create and execute a working plan with production schedules and timelines.
• Receives inquiries, requests and information by email, telephone or fax from existing and new clients required in the preparation of the quotations.
• Prepares quotations, project schedules, progress reports, completions certificates, delivery notes, etc.
• Obtain and review customer documentation for accuracy, completeness, and maneuverability.
• Performs general sales tasks and other related duties that may be assigned.
• Manage on-going account relationships.
• Provide administrative and support services internally and externally.
• Supply office vending requirements (e.g. Stationary, coffee & water) and Review, administrate telephone communications. Deal with all internal services, including utilities, supplies, repairs and security.
• Controlling budget, Monitoring Employee allocation of accommodation; liaising with other departments within the organization, e.g. catering or conferences.
• Maintain the HR updates and office policies and procedures.
• Ensure accurate and timely reporting.
• Provide general support to visitors.
• Assist in the on boarding process for new hires.
• Coordinate with IT department on all office equipment and Ensure that all items are received on time.
• Address employees queries regarding office management issues (e.g. stationery, Hardware, software, vacations and travel arrangements)
• Plan in-house activities, like department events, celebrations and meetings.
• Coordinate and ensure the productivity of correspondence responses from all departments.
• Managing the filing of the confidential correspondence for both Memos and emails.
• Follow up on all the executive tasks assigned to the Head of Department.
• Assisting in translating and creating required documentation to the designated departments such as CEO, CFO, HR and QHSE offices.
• Managing all the tasks and responsibilities of the Personal assistant for the MD / head of department.
• working in a small team and Ensure all tasks assigned in the day are met and delivered on time and within established time frame.
• Provide required support for the engineering team to ensure the productivity of their time.
• Ensures Engineering Operations is running smoothly with no complications or delays and keep up to date with the company changes.
• Responsible for the analysis and reporting to UAE.
• Follow up on contracts renewals and operational requirements.
• Follow up on project implementation and meeting clients requirements
• Follow up on customer satisfaction and open new extensions.
• Scheduling meetings and follow up on the sales process completion.
• Generating Monthly reports on performance based on inputs from the sites,
• Translating Documents in the proper language needed for the clients correspondence (English, Arabic)
• Assisting in adding the operational profile to the sales proposals based on type of agreement.
High School and general education