BD&E Coordinator
QScape Komtec LLC
Total years of experience :13 years, 8 Months
I report to the General Manager and I work with the Business Development and Estimation Manager.
My main tasks are as follows:
For the General Manager:
• Prepares monthly reports, board meetings, and business proposal presentations
• Researches and drafts Business Proposal (i.e. - Al Shuwaib Farm Development Project)
• Edits/proofreads contracts, memos and website content.
• Edit/proofreads and layout Method Statements for the material submittal
• Source out suppliers and provides comparison sheet/report.
• Creation of the company Organizational Chart
• Management Representative for ISO 9001:2015 Certification
• Prepares and drafts technical and financial proposals
• Any assigned and/or ad-hoc tasks
For the Business Development and Estimation Department:
• Receives and filters Tender Projects
• Go through BOQs, drawing and some basic technical requirements
• Coordinate with clients on Tender Projects
• Prepares BOQs to be forwarded to the suppliers for quotation
• Source out suppliers
• Coordinates with the suppliers
• Coordinates with the design and engineering team for the technical requirements
• Collates gathered quotations for the BD&E Manager
• Submits official letter and final quotation for the Tender Project to the requesting clients
• Submits Letter of Intent (LOI) to prospective clients
• Enrolment of the company to the Municipalities and Supplier portals
• Prepares pre-qualification documents and requirements.
• Assisting the BD&E Manager in sending official letters and memos to the Contractors
• Represents the company in exhibitions and shows
• Sets up meeting with suppliers for product presentations.
Other tasks may include: research and data gathering for material submittals (Operation and Manual, etc.), preparation of the petty cash reports, document filing, candidate and applicant sourcing and, assisting in the LPO creation and invoicing.
I report to the VP for Human Capital.
Overall, my task is managing the reception area. As the point of contact of the office, I mainly:
• Receive guests, clients and vendors and coming for meetings, inquiries and other official business transactions
• Receives and filters incoming calls and transfer them to the appropriate department or person
• Managing and booking of the boardroom, meeting rooms, conference calls and car/driver service
• Coordinates with the office assistants for the food and beverage requirements of every meeting
• Setting up of the boardroom and meeting room’s visual presentation in the absence of the IT personnel
• Prepares outgoing mails through the accredited courier vendor and distribute incoming mails to their respective recipients
• Prepares purchase request orders and coordinates with the accredited vendor
• Makes sure that the reception area is clean and orderly
Mainly, my task is processing the Permit To Work requests for the contractors and tenants serviced by Serco.
• Handles receipt, review, log, approval processing, and distribution once approved
• Coordinates with the tenants and contractors on the status of the permits.
• For the most part, this covers the lacking documents, unsigned pages and rejected ones.
• Prepares and collates the weekly and monthly report on the permits processed, and to be submitted to the Head of Security.
• Prepares and collates the weekly permit tracker to be posted on the bulletin board information for the Facilities and Management Team’s reference.
Other assigned tasks:
• Assists in the creation of the badges and access cards of the tenants, contractors, visitors, etc.
• Edits the pictures through Photoshop, fitting the requirements of the access card photo template.
• Sits in or alternates tasks at the Reception Desk in the Admin and Reception’s absence.
As the Admin Team Lead, I oversaw the following functions:
Client Central Services, for the clients and executives site tour and visits, I ensured the proper coordination of the flight details, hotel reservations and the shuttle pick up and drop off. The purchase request creation for the catering needs is also my task. I also serve as source of support and information for visiting clients and guests for routine inquiries and scheduling concerns.
Employee Central Services, under this task, there are few functions that I perform:
• Pantry and Concessionaire Services, the initial invitation for bidding of the concessionaires and food kiosks falls under this task. I conduct the food evaluation and process the necessary requirements to our Sourcing Team. I regularly monitor the concessionaires’ performances, evaluation of service and quality of food and the orderliness and cleanliness of the kitchen, selling areas and the break room as well. I provide venue for the food concessionaire operators to discuss and address all the issues and concerns raised by the Site’s Center Leadership Team (CLT).
• Travel Requests, I assist guests, clients, executives and local employees of their official business travel requirements such as: hotel reservations and shuttle pickups. I prepare and sign off the hotel letter of authorization (LOA).
• Site Van and Shuttle, I manage the schedule of trips of the Site VIP van/shuttle. I process and confirm accordingly all requests that includes: airport transfers, hotel-site and vice-versa pick-up and drop off, Site and Corporate effects errands and official site business related trips. I quarterly raise blanket purchase request for the van rental and contingency measures in times of typhoons, transportation strike and emergency cases.
• Personnel and Driver Supervision, I supervise and approve TeleTech Cebu drivers, timecards. I validate rendered overtime and shift schedules.
General Support Functions, for this task, I perform the following functions:
• I support to events and coordinate with Facilities manager in the implementation and logistics.
• I support and spearheaded Site and Operations department Client funded and related initiatives such as pizza parties, rewards and recognition, monthly birthday bash and new account launches.
• Procurement, issuance, replenish and inventory of the office supplies.
• Monitoring accounts and communications with the vendors and suppliers.
• Mail room and Courier management, the raising of purchase requests, and accounts monitoring of the Courier vendor is also my task. Furthermore, the receiving, forwarding of mails, parcels and documents within the site and shipment to specific destinations.
• Perform other duties and tasks as deemed necessary in support of the department’s programs and services as back up when needed, for other administrative staff.
• Replies to daily emails and correspondences and attend to Admin-related queries.
• Processing of invoices for all Admin vendors which are: hotels, car rental, office supplies, and concessionaires.
• Prepare, extract date and submit Admin related reports required by requesters.
• Attend the Center Leadership Team (CLT) meetings
• And other various Site-related errands.
As the Site Administrator, I:
• Cater to the needs of the Site’s shuttle services, travel arrangements and transportation services.
• Take charge of the mail room process.
• Oversee the supplies usage and raise purchase orders.
• Release checks to the various suppliers and vendors.
• Create concept papers for the Site’s various activities and promo and coordinate implementation.
• Coordinate and liaise site visits of existing and potential clients, making sure that they are covered from accommodation, transportation, food and site needs, all the while making sure that the visitors are well taken care of.
As the Office Manager, I oversaw the following functions:
• Office Management
• Procurement and Logistics
• Human Resources
• Legal Services
• Information Technology
• Publications and Representations
• File Management and Documentation