Elizabeth Montilla

SHAFAR INTERIORS LLC (ASGC Group) - Dubai Investment Park 1, Dubai UAE
MATERIAL COORDINATOR - TECHNICAL DEPARTMENT (JAN 2020 - JUN 2020) • Handling, sending RFQs & arrange price enquiries and get competitive price quotes from suppliers. • Reviewing approved materials from Material Department logs enable to raise the order. • Checking commercial department for the budget and final quantity of materials to procure. • Negotiates with vendors to finalize a purchase order/agreement in order to secure the best possible deals for the Company. • Preparing the comparisons and purchase order through ERP and send it to supplier as confirmation of the order. • Coordinates timely delivery of materials to ensure it will be arrived in the agreed delivery schedule. • Following up payment request and cash request from accounts department. • Updating and maintaining the procurement logs & payment list. • Create new vendors in ERP system upon approval. • Preparing monthly reports

Prepare material submittals along with compliance statement in accordance to project specifications, IFC drawings and BOQ. • Prepare RFI’s, PVO’s & transmittals as required for the projects. • Coordinate with the manufacturer / supplier to comply with project sequence requirements. • Coordinate with estimation, procurement, planning and commercial departments for nominated manufacturer / supplier to meet the project submission deadline • Coordinate with site team / design team for issuance of submittal in line to project requirements. • Prepare material comment resolution response to Client / Consultant comments. • Meeting and coordination with the clients, consultants, sub-contractors, site team, suppliers for the material presentation, clarification & issues as required. • Coordinate with QA/QC, procurement & production department by transmitting the approved samples & material submittals • Preparing, monitoring and updating material logs & reports.

Reading and understanding materials specifications, drawings and BOQ for materials take-off, scope of work and package for projects. • Support the site team to resolve the material issues and reporting directly to Technical Manager, Project Manager and internal staff departments. • Sourcing materials for specified and alternative, its use and availability. • Coordinating and negotiating with the Vendors / Suppliers and Sub-contractors for the prices/quotations, samples, technical documents for the materials to be used, purchased and installed for the projects. • Processing, check and review the internal material technical submittals samples and from the sub-contractors for the approval of the consultant/client. • Meeting and coordination with the clients, consultants, sub-contractors, site team, suppliers for the material presentation, clarification & issues as required. • Issuance of materials procurement requests for the approved and required materials and coordination with the procurement team and internal departments for follow-up orders, payments and deliveries. • Preparing, monitoring and updating material logs & reports.

Prepare material log based and in compliance on the contract specification, drawings and BOQ, keeping it updated and monitored. • Negotiating with the Vendors / Sub-contractors for the package and materials to be used, purchased in the projects. • Source materials as per project requirements, finding alternative source for value engineering and ensures that all the right materials are readily available. • Facilitate in submitting documents and material samples to obtain approval from the consultant / designer / client. • Issuing and processing material procurement request for the approved materials to be installed and used in the project. • Liaise, coordinating and monitoring with the team and any other departments during the procurement process up to delivery of materials and installation at the project site. • Coordinate & organize meeting between the suppliers, internal staff team/departments, if requested. • Meeting and coordination with the clients, consultants, sub-contractors, site team, suppliers for the material presentation, clarification & issues as required. • Preparing, monitoring and updating material logs & reports.

Responsible for the overall control of company documents according to the standard filing system by keeping records, tracking & filing of all the documents manually and electronically & orderly, complete and categorized for easy accessibility to specific records and projects for future reference. • Compose internal memos and external correspondence for senior management in respond to the inquiries from the Consultants and Contractors, follow-ups, complaints as well as other day to day written communication and reviewed all documentation to eliminate errors. • Receive, stamp, submit and distribute the documents to other departments, consultants and contractors and ensure that all documents submitted are checked to identify deficiencies and recommend corrective actions. • Schedule and coordinate department, internal and external meetings, appointments and other similar activities. • Coordinating and giving support to other staff/department that requires assistance to business related works and reporting directly to the Vice-President-Construction.

Assist clients for their needs and inquiries specifically for preparing and notarizing legal documents they need. • Entertain incoming and outgoing telephone calls and handle, filing and control incoming and outgoing faxes and e-mails. • Preparing correspondences, affidavits, contracts, agreements, deeds and other related legal documents for notary. • Personal assistant and reporting to the managing director of the company. • Maintain, organize and keep custody of all confidential files and other relevant documents. • Maintain and update the records of the notarial documents into notarial register book & prepare and submit monthly notarial report and forwarded to the Provincial Clerk of Court. • In-charge on paying various taxes into respective government agencies for processing of registration and transfer of land titles.