Tendering Officer (Commercial Bid)
Elegancia Hospitality and Facility Management Services
Total years of experience :21 years, 5 Months
- Main function is to prepare commercial bid proposal for tenders from private and public sectors.
- Read, understand and assess tender documents and make necessary notes on the key points or deliverables that will influence costing.
- Formulate costing schedule from labour cost components, to consumables, equipment, down to subcontracted services as per Client requirements.
- Raise queries to the Client if there is unclear information in the tender documents provided.
- Working closely with Technical team for the assessment that will be the basis for costing.
- Working closely with the Bid writer to make sure that write-ups are consistent with pricing.
- Make high-level analysis on the numbers reflected on the costing sheet prior to discussion to Commercial Manager. Making sure that numbers are logical and justifiable.
- Continuously gathers information internally and externally, perform research studies on the current market prices, and understand the trend.
- Suggest alternative pricing model.
- Prepares P&L reports on the bid price.
- Assist’s operations team for queries related to costing.
2.1 Cost/Budget Proposal
- Support and assists Commercial Manager in preparing Cost Proposal to Client that required services for Hospitality Management, Facility Maintenance and Cleaning.
- Assists Commercial Manager in reviewing Letter of Award or Contract from Client if the figures and details are consistent with our submitted proposal.
- Assists Commercial Manager for queries related Proposals, Invoices to Client, expenditures related to Petty Cash or from Purchase Order and prepare reports as he require.
- Assists Commercial Manager in preparing Annual Departmental Budget.
- When requested, attend Client meetings together with the Commercial Manager to discuss issues related to Cost/Budget Proposal.
2.2 Cost Controller
- Checks and verifies Petty Cash Statement and its attached Cash Invoices and make sure that it is prepared in compliance with the existing Petty Cash Internal Control before sending to top management for further approval.
- Checks and verifies Payment Certificates and its attached Credit Invoices & Delivery Note from supplier, approved Purchase Order, and signed Store Receipt Voucher before sending to top management for further approval.
- In-charge in segregating cost from/between Hospitality Services, Facility Maintenance or Cleaning Services.
- Monitoring project and operational expenses and tag it, if it is billable to Client by means of Cost Plus or Charged at Cost.
- Checks and reviews requested Purchase Oder and its attached Purchase Request to make sure it is with proper authorization.
- In-charge in securing new Project Code.
- Monitor each project for possible shifting of required services from Cleaning to Facility Maintenance to Hospitality Services or combined Hospitality Services and Facility Maintenance.
2.3 Prepare Billing/Invoice to Client
- In-charge in preparation and submission of Billing for Fix Monthly Charges and Cost Plus Item/Charged at Cost item. Making sure that timely submission is met.
- Respond to Client’s queries/clarification related to Billing and attend meeting when necessary.
- In-charge in monitoring Work Order for Cost Plus Item and make sure it is approved by Client prior purchase or if when it is a Client urgent request, Work Order will be approve after purchase.
2.4 Other related responsibilities
- Assists/Respond to Elegancia Finance Team inquiries for issues like Petty Cash Statement, Purchase Orders, Cash/Credit Invoices, SRV’s, cost segregation and cost coding.
- Prepare Reconciliation Report on Cost Plus/Charged at Cost Item.
- Assists Chief Accountant in updating Chart of Accounts for any new cost allocation.
- Assists, guide and train subordinates in implementing internal control to ensure that system and procedure are running efficiently and effectively.
- Assists and give support to operation (project) to any inquiries/requests like urgent purchases required by Client, need for urgent funding for operation and monitor incoming deliveries from international supplier.
- Coordinate with LTFRB Office for Taxi Franchise matters.
- In charge in the formation of Transport company to operate Taxicab here in the Philippines from Registration to Security and Exchange Commission, securing Business Permits and Licenses and registration to Bureau of Internal Revenue.
- Coordinate with the BSP Office about the registration of foreign investment to finance the taxi operation.
- Payroll preparation.
- Perform Bookkeeping, Check Vouchers preparation, Bank Reconciliation, Government remittances and reporting like SSS, Philhealth and Pag-Ibig.
- Perform monthly and quarterly filing of BIR Returns.
- Set and attend meetings for foreign investors and legal consultants.
- Secure business permits annually.
- Filing of BIR Returns and other requirements (annual registration).
- Assists external auditors performing audit.
- Filing of annual General Information Sheet at Securities and Exchange Commission.
- Recording business transactions to its designated books of accounts. (Bookkeeping).
- Prepare monthly Working Paper as required by the external auditor.
- Prepare payroll for the office staff, drivers, crews and mechanic.
- Prepare monthly Billing and perform Collections.
- Recording business transactions to its designated books of accounts. (Bookkeeping).
- Prepare Financial Reports like Billing and Collection Report (AR Ledger), Comparative Monthly Income Report and Year-End Balance Sheet Report.
- Prepare monthly Bank Reconciliation.
- Prepare accounts payable vouchers/checks.
- Perform and prepare canvas of price of requested spare parts for approval.
- Perform monthly audit and inventory on Stock Parts, Lubricants and replaced spare parts.
- Secure necessary government requirements like business permits, BIR filing of returns, LTO registrations, and SSS/PHIC/HDMF payment/filing and submit quarterly report.
- Review drafted lease contract.
- Doing collections for Rentals.
- Recording business transactions to its designated books of accounts.
- Prepare monthly Working Paper as required by the external auditor.
- Assists external auditors performing audit.
- Responsible for check disbursements and prepare accounts payable voucher.
- Prepare monthly bank reconciliation.
- Filing of BIR Returns and secure Business Permits annually.
- Filing of annual General Information Sheets at Securities and Exchange Commission.
Store Overall-In-Charge (Store OIC)
- Coordinates with Cashier for daily Cash Sales and daily cash turnover.
- Coordinates with inventory staff for daily monitoring of inventory of Food and Beverages including other store supplies.
- Ensures cleanliness and proper sanitation inside and outside the store.
- Encodes reports like Purchases and Inventories into a backdoor computer for generating Financial Reports and provides real-time monitoring for San Miguel Foods, Inc. Office.
- Ensures that all stocks are replenished both on display and in the warehouse.
- Monitors stock level of all products to avoid over-stocking and elimination of near-expiry items.
- Conduct personal interview to a customer for suggestions and comments for the purpose of improving our sales and services to our consumers.
- Conduct monthly meeting and briefings for Store Staffs and Cashiers.
- Attend seminars and trainings as required and conducted by San Miguel Foods, Inc.
Attend monthly Directors Meeting - to report monthly Performance of the store.
- Prepare payroll for the office staff, drivers, crews and mechanic.
- Prepare monthly Billing and perform Collections.
- Recording business transactions to its designated books of accounts. (Bookkeeping).
- Prepare Financial Reports like Billing and Collection Report (AR Ledger), Comparative Monthly Income Report and Year-End Balance Sheet Report.
- Prepare monthly Bank Reconciliation.
- Prepare accounts payable vouchers/checks.
- Perform and prepare canvas of price of requested spare parts for approval.
- Perform monthly audit and inventory on Stock Parts, Lubricants and replaced spare parts.
- Secure necessary government requirements like business permits, BIR filing of returns, LTO registrations, and SSS/PHIC/HDMF payment/filing and submit quarterly report.
Review agency books for proper recordings and correct posting.
- Reconciling Balances.
- Rechecking of all necessary attachments and receipts.
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