Jay jay Castillo

l Support and Coordinate to Business Development Department.
l Coordinate with the customer for:
o Acknowledgement of receipt of EOI/PQQ/RFIs / RFPs received.
o Extension Request for EOI/PQQ/RFIs / RFPs (if necessary)
o Clarification of points in RFIs / RFPs (as instructed).
o Tender Bond Extension & return of Bid Bond if not successful.
o Request for site visit schedule, location and contact details.
o Follow up with customer on issues if no response deed.
o Prepare Non-disclosure Agreement / confidentiality undertaking.
l Identifying new opportunities and tenders, prepare pre-qualification submissions.
l Execute the following for PQQ / RFIs / RFPs.
o Cover Letters to Customer re: submission of tender
o Make transmittal notes for tender submission.
o Compose e-mails re: attachment to be sent to customer on their request.
o Assist in preparing and reviewing the technical aspects of the bid.
o Coordinate tender requirements with internal departments including Finance, QHSE, Operations, HR and etc.
o Prepare the bid bond and performance bond bank application form, to be processed by Finance department.
o Establish and maintain tender proposal templates.
o Compile schedule / appendix as per RFP technical submission response.
o Print out the schedule / appendix for RFP.
o Obtain signature and scan all document for submission.
o Compile technical and commercial binders and make original and copies for submission and BD dept copies make also CDs for electronic copy.
o Coordinate with transport manager for arrangement of transport to deliver RFP etc.
o Ensure Acknowledgement transmittal note in returned Scan & save as PDF in tender folder in system.
o Ensure timely delivery of compliant bids.
l Update the following for RFPs / RFIs
o Allocate BD reference number in server
o Make folder for new tender RFPs in system in J DRIVE.
o Ensure RFP document are saved in system tender folder
o Document Filing and Administration.
o Keep business systems documentation up to date
l Make minutes of meeting for business development, management and client meetings.
l Keep all the record of contract agreement in the system.
l Assist in the Exhibitions (Airport and FM EXPO).

BD & Marketing:
Update and maintain the Bid Register.
Coordinate all correspondence e.g. bid no bid, decline letters, tender bond requests.
Coordinate and collate information requested for Pre-qualification Questionnaires (PQQ’s)
Develop and maintain a Bid library of documents and infographics e.g. Insurances, Trade Licenses, Case Studies, Charts, Diagrams.
Liaise with Clients, Bid and Operations teams to coordinate site visits and communicate client requirements.
Communicate with Finance, HR and site teams quarterly to keep Company information up to date and transfer into bid templates.
Schedule transport requirements for collection and submission of all Tender related correspondence.
Liaise with BD & Marketing team on all stationery and materials required to tender submission.
Prepare proposal for submission and contract renewal.
Undertakes department administration e.g. establish bid file for each tender, annual leave tracker, petty cash forms.

Contracts & Commercial:
Update and maintain CRM and contract master as and when required.
Coordinate, upload all file and contracts and 3rd Party.
Liaise with operations team on contract renewal.
Generate and issue monthly contract list to Finance for invoicing purposes.

Compile and analyze financial information to prepare entries to accounts, such as general ledger accounts, and documents business transactions.
Establish, maintain, and coordinate the implementation of accounting and accounting control procedures.
Handling Accounts Payable and preparing reconciliation for each Supplier.
Prepare daily cash count report and files, daily cash count sheet for future references.
Assist the Accounting Head for preparing Financial Statement report.
Preparing monthly spare parts and contractual invoices.
Manage physical semi-annual count.
Review and reconcile variances for the inventory.
Checking of all material issuances prices by Data Entry in Call Reports.
Filing of documents such as Payment Voucher, Invoice Summaries, Credit Invoices, Credit Note, Bank transfer.
Prepare and Analyze Labor Hours for all the Technicians on monthly basis.

Handle and safeguard project funds.
Prepared daily cash count report and files, daily cash count sheet for future references.
Determine appropriate entries in the petty cash vouchers, accomplishment billings and accounting document and input tax.
Compute Sub-contractor billing and deduct retention payable, down payment if any.
Prepare request for payment voucher for the following billings, electric, phone and water bill.
Handles and transport project funds.
Supervise project warehouseman, timekeepers, utilities and drivers.
Prepared payroll summary and distribute payroll.
Perform other functions that may assign from time to time by immediate superior.
Forward to main-office accounting all suppliers delivery receipts, receiving report and other important documents.