Heba Mahmoud Kotb

• Work closely with the PMs assigned to clients’ projects to review and confirm that plans and fieldwork strategies meet all clients’ expectations.
• Creating all questionnaires on QLIB software before generating to actual filed work and scripting team, Manage troubleshooting for logic and programming issues in survey setup.
• Work closely with field, data processing and scripting teams, for generating all finding agreed reports.
• Following up all agreed timelines with all teams (CS-DP-PM-translators-transcribing).
• Allocate resources, develop production schedules, manage the budget, and set prices.
• Setting up regular communication with internal teams, serve as the primary point of escalation, should any client specific questions or concerns arise during a project.
• Anticipate and understand the specific needs of each client and work with Project Management leadership to ensure clients projects are staffed with suitably skilled PMs • Develop best practice documentation/SOPs for specific accounts as needed.
• Oversee, assess and participate in developing the client communication skills of any Project Managers assigned to work with clients.
• Work closely with account executives to ensure flawless handoffs for newly won projects, including reviewing & providing operational insights (internal capabilities) and guidance during bidding (strategic fieldwork planning).
• Collaborate with products on the continued development of new & existing tools.
• Work with closely with Functional Leads in CS & Operations, as well as in Sales, to improve, develop and maintain procedures through continuous improvement initiatives.

provide logistical support and office coordination to the organization, & ensuring the installation of appropriate systems and tools for the team’s success.
•Providing general office management, meeting and event coordination.
•Preparation of all calls, invitations, records and files of the public Assembly meetings and Board meetings. & acting as a liaison with the Board of Directors as needed.
•Preparation and translation of all documents to the invitations of tenders or bids.
•Devising and maintaining office systems, including data archiving management and filing.
•Travel arrangements, (visas, flight tickets, hotel venues and accommodation), travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations.
•Providing complex travel arrangements, familiar with the specific, detailed needs of the CEO and travel partners; created consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
•Screening phone calls, enquiries and requests, and handling them when appropriate.
•Meeting and greeting visitors at all levels of seniority (ministers and governors).
•Providing sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; making judgments and recommendations to ensure smooth day-to-day engagements.
•Preparing for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.
•Producing documents, briefing papers, reports and presentations. Using PowerPoint with photos editing using Photoshop.
•Organizing and attending meetings for minutes of meeting and ensuring the manager is well prepared for meetings.
•Supporting Engineers managers, their team and departments.
•Responsibility for accounts and budgets regarding administrative department.
•Deputizing for the manager, making decisions and delegating work to others in the manager's absence.
•Doing involved in decision-making processes towards office stationary and suppling budget.
•Acting as a liaison with property owner and building management on any office-related issues.

Operation marketing Manager (2012-2016)
Masader International Trading

Provided high-level administrative support to directories of HR, finance, facility, IT and engineering headed by Secretary General for all the function activities in the development of campus strategic plans through high Education ministry and all legal communication and corresponds with local government institutes.
•Planned and organized internal/external meetings, travel, and itineraries arrangements for Secretary General (tickets-getting visa, hotel room/venues booking).
•Coordinated and set up meetings, appointments, interfaces and electronic calendar manage schedules to enhance effective time management for Secretary General.
•Managed preparation of presentation materials, board letters, statistical reports, and schedules work; drafts, distribute meeting agendas, minutes and routine correspondence.
•Followed-up on assignments, annual and monthly reports, responsibilities and deadlines set by the Secretary General.
•Managed, prioritize, screen and monitor the Secretary General’s correspondence, including calls, emails, post and fax to ensure that they dealt with appropriately.
•Maintained soft and hard copy for all documents, campus drawings and as-built drawings, material submittals, contracts' documents & variation orders and manage electronic document management system.
•Reviewed and tracked completeness of documentation in every process and following all policies and procedures with local government institutes and ministries to complete and forward for approval based on accepted internal control procedure.
•Responsible for the correct implementation of documentation control, develops, and ensures the maintenance of procedures related to document control activities.
•Developed and ensures the maintenance of document control cycle, time metrics, developed and executed plans for improvement to work processes.
•Coordinated with engineering, facilities, HR and finance functions in providing document control services.
•Reported on the performance of the document control system for review with issuing document control monthly report including the submittals, status, letters, approvals, meetings etc.

Managed processes for creation, revision, life cycle maintenance, retention, and archiving of quality system documentation.
•Established procedures for maintaining / controlling documents and keeping original contract agreements.
•Evaluated and developed improved techniques for control of documents & Set up the software, including company address book, and job records.
•Designed and created customized logs to track other project information such as photos, safety notices, and deliveries.
•Processed all incoming and outgoing project documentation and correspondence though the document controls system. (Mobilization-letter of subcontractor confirmation (LOC)-LOP-payment applications and payment certificate, sub-contractors agreements) and coordination in all outcome and incoming invoices with finance department.
•Implemented and maintained the company documentation processes and procedures, reporting on the performance of the document control system for review and as a basis for improvement of the document control system.
•Updated and upgraded filling and archiving systems as backup and references list in accordance with the project objectives.
•Created and track submittals and requests for information & sent a transmittal with documents.
•Recorded, organized, and searched for project-related correspondence, including Word, Excel, and Outlook items, organized drawings, sketches, and revisions for easy retrieval, overviewed of change management functions.
•Ensured that master drawing files and history files are accurate and current and that effective control maintained over drawings and other document records.

Coordinated all travel arrangements (booking tickets-getting visa, hotel room/venues booking) for MD-top management & incoming and outgoing persons to MD in according to the company policies and follow-up on clearances of advances and prepayments (travel, suppliers, recovery of staff personal use of services and prepayments) and ensured all travel related documents are kept in a systematic and traceable manner assistant.
•Assisted the HR Director in coordination all documents related to social and medical insurance companies in terms of employees profile documents, annual leaves forms, payments, monthly submission and reports to legal and local institutes.
•Managed social and entertainment activities like the annual Ramadan breakfast and Kick off Meeting giveaways-client gifts-company annual trip -company conferences, employee training…etc., and handling all the responsibility for developing the events sponsorship plans.
•Prepared the budgets for giveaway, events and trade shows, graphics, support materials, manage vendors.
•Checked on monthly telephone bills including roaming mobile bills with Finance department to MD & all Management staff.
•Responsible for movement of asset and keep records and appropriate documents for transfer of assets and update records accordingly.
•Purchased orders, after acquire quotations, investigate quality in conjunction with quality, delivery capabilities, and negotiate prices with suppliers, procedures to control purchasing activities so as to insure on time delivery of required materials and services.
•Liaised with suppliers on office requirements like Stationary, printing Press for printing of business cards, letterhead papers, envelopes etc... Also coordinate purchase to insure maximum quantity discounts, coordinate with requesters to insure accuracy, quality and timely delivery.
•Monitored long-term contracts execution by the company and the supplier / contractor & coordinate with the finance regarding due payments for suppliers / contractors.
•Ensured clean, healthy, security, office boys, messengers and drivers schedules.

Handled the development of events sponsorship plan, preparing the budgets for giveaway, events and trade shows, developing and implementing trade show display, graphics, and support materials.
•Managed vendor’s relations and event agency.
•Evaluated and assessed events.
•Created and designed graphics for all promotional materials.

Created pharmaceutical advertising and promotional material.
•Developed a print for all designed material.
•Created designs for all printing for indoor material (flyers-brochures-posters-newsletter…. etc.)

Leading housing roofing and watering projects in Mania city (poor villages), controlling the fundraising data management, direct mail and individual donor relations function.
•Lead the implementation and management of direct mail campaigns, through a variety of media, including text, mail, email and telemarketing, ensuring a quality structure is in place in line with best practice and a financial target.
• Manage a budget effectively on a yearly basis ensuring costs are controlled and cost savings are gained when opportunity arise.
•Ensure donor reporting is effectively carried out to standards of best practice and facilitate the long-term relationship between donor and recipient stay current with new resources and technologies relevant to prospect research and data management including propensity and capacity modeling.