Bid Manager/Executive Assistant
Koltay Facades
مجموع سنوات الخبرة :9 years, 4 أشهر
• Assisting director in personal matters when required (events and travel bookings etc.), ensuring the deliverables on time.
• Working with RFPs, preparing the commercial proposals (bids) identifying the scope of work, collecting the necessary information from the relevant staff, providing the fees, ensuring the offer meets client's requirements and submitted on time, conducting further negotiations.
• Arranging the meetings, making sure the relevant materials were prepared, coordinating the locations and rescheduling.
• Running the registration records of the proposals submitted mentioning all the main details which would have value for the pricing strategy analysis, statistics and contracts review.
• Reviewing and signing the NDAs in order to get the access to the tender documents, ensuring the information was kept secured and non-disclosed further.
• Updating a company profile with the relevant information about the activities, staff and project experience.
• Updating website content and developing social networks activity, managing company mailbox.
• Participating in the business development (communication with the potential clients, potential business partners).
• Arranging the CEO calendar, assisting in bookings, bill payments, private requests etc.
• Monitoring the email communication of the CEO, ensuring he is aware of all the requests and actioned them if was required;
• Organizing the meetings for the management, following up for the attendance, locations and reschedule if necessary;
• Monitoring the RFQs, registering them and preparing the reports analyzing the clients activity and results of the proposals submission;
• Working with the relevant department to prepare the operational reports identifying the pitfalls and the reasons causing;
• Drafting the marketing content including but not limited to the newsletters for the social networks, updates of the availabilities for the clients (electronic flyers);
• Preparing the presentations for the meetings, coordinating with the relevant staff to ensure all the necessary information is reflected, working on the graphic design components.
• Drafting the contracts for the upcoming flights, ensuring the accuracy of the text, terms and exclusions.
• Working with RFPs, preparing the commercial proposals (bids) identifying the scope of work, collecting the necessary information from the relevant staff, providing the fees, ensuring the offer meets client's requirements and submitted on time, conducting further negotiations;
• Running the registration records of the proposals submitted mentioning all the main details which will have value for the pricing strategy analysis, statistics and contracts review;
• Reviewing and signing the NDAs in order to get the access to the tender documents, ensuring the information is kept secured and non-disclosed further;
• Reviewing the contracts in collaboration with the legal counsel in order to make sure the compliance with regards to the scope of work, submission deliverables, payment terms and professional insurance requirements;
• Reviewing the contract amendments in case of the variation works requested, making sure these amendments incorporate the submitted variation letters, dispute the contradiction if there are any;
• Updating company profile with the relative information about the activities, staff and project experience;
• Updating website content and developing social networks activity;
• Participating in the business development (communication with the potential clients, potential business partners);
• Arranging the meetings for the management, making sure the required materials and information is provided, coordinate the locations and rescheduling;
• Assisting senior management in personal matters when required (events and trips bookings etc.), monitoring his email box to keep him up to date with the requests, project developments and personal matters, making sure he is taking action on what’s necessary.
• Reception duties, including meeting and greeting visitors, answering incoming calls, emails and scheduling appointments;
• Following up on phone calls and contacts as appropriate;
• Managing office subscriptions to magazines and online resources, monitoring stock and order office supplies;
• Arranges travel and accommodation plans for executives when required;
• Producing documents upon the management instructions (drafting letters, presentations and reports);
• Participating in recruitment procedures (creating and placing the advertisement, going through the applications and selecting candidates, inviting them for the interview);
• Assisting the call center team, doing cold calling when required;
• Working with the CRM, filling up the results of the meetings and calls, reviewing the records of the other staff;
• Conducting negotiations with the back office in Europe;
• Ensure company’s policies and security requirements are met.
• Dealing with the correspondence, controlling the execution of the administration’s instructions, following up with the responsible;
• Maintaining the communication with relevant law enforcement officials to ensure the legitimacy of the commercial operations and smuggling prevention;
• Conducting the personal files, record of service, reorganization of the staff, running investigations of the professional aptitude and competence of the staff;
• Providing customs clearance of the declarations, cargo operations in a customs control zone as per the relevant law requirements and supported commercial documents;
• Participation in the procedure of the opening/closing the state boundary for the vessels by checking declared information, cargo and permit documents, crew, cabins and sections of the vessel;
• Preparing the daily (shifts), weekly and monthly reports based on the data in the internal systems, analyzing the received figures, identifying the influence factors, making the forecasts.
Sep 2005 - Jun 2010 Academy of Customs Service of Ukraine, Dnipro, Ukraine Masters, specialist in International Business Management. Main Subjects included: International Relations, Marketing, Supply and logistics, Accounting.