Project Coordinator cum Administrator (Investment & Real Estate)
Saleh Al Hamad Al Mana Co.
مجموع سنوات الخبرة :13 years, 1 أشهر
- Handles all the administrator tasks for the General Manager, Project Manager and team members.
- Coordinating with the Consultant, Contractor, Vendors and Supplier regarding the project matter, documentations and etc.,
- Maintaining and monitoring project status reports, project plans, project schedules, contract LOA and LOI
- Organizing file, attending, and participating in meetings with the consultant, contractors and Suppliers.
- Scheduling meetings, preparing agendas, minutes of meetings as per approval of my General Manager.
- Maintaining and filling project documentations, drawings, AutoCAD drawings and approved from Ministry of Municipality and Urban Planning.
- Organizing reports, contracts, invoices quotations and other financial files for easy access.
- Received the LPO and prepare the invoice for submission from the accounts department. Request LPO thru Tradogram and oversee project procurement management.
- Preparing draft of Agreements, Addendum, Contracts, LOA, LOI and using DocuSign for Contract approval and signature.
- Preparing tender documents and Request for Price (RFP).
- Providing detailed updates to project managers and administrative support as needed.
- Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.
- Manage and order office supplies from Projects Department.
- Responsible for providing Secretarial support to the Project Managers.
- Undertaking project tasks as required.
- Support the Facility Management teams as needed.
- Attending meetings, biddings, site visit, awarding of the contract and making presentations and recommendations to the client.
- Prepare writing & verbal reports (Daily, Weekly & Monthly).
- Responsible for the all the clients (RFP’s, RFQ’s, RFI). Proposals, Quotations & Information’s.
- Responsible for all the client contracts, analyzing, negotiating rate, terms and conditions with the clients, and revising of the contracts.
- Prepares of SLA (Service Level Agreement) as per client requirements.
- Prepares of Subcontractor Contract.
- Responsible for the RFP’s requirements of all the client and discuss to the assigned Facility Manager in each site.
- Prepares letter and proposal to client requesting approvals and interpretations required to comply with the provisions of the contract.
- Collaborates to Procurement Department for all the request of client for the materials and equipment’s and to be deliver in the site before deadline.
- Collaborates with FM Engineer, Coordinator and Supervisor’s for all the complaint in the site and offer a solution to be solve and for project subcontract matters.
- Responsible for the preparation of Quotations & Invoices to all clients.
- Responsible for the computation of Invoice for all the clients.
- Coordinate with the clients regarding the starting date of the project, duty timing and site locations and arrange the casual staff to be mobilize in site project.
- Responsible for the preparation of Commercial / Financial & Technical Proposal and reviewing the Tender RFQ documents initial to tracking and managing the tender process.
- Coordinate the preparation and submission of Request for Proposal (RFPs) and other tender documents that are responsive to the client requirements and compliance with the company objectives are completed in a timely manner.
- Actively oversee the efficient and compliant of all tendering activities accordance with the public procurement, newspaper, websites etc.,
- Responsible for hotel booking, ticket booking & hotel quarantine booking for the client and staff.
- Prepares requisitions and LPO (Local Purchase Order).
- Purchase supply of materials to our subcontractors, estimate and establish cost parameters and budgets for purchases, negotiate the best deal for pricing and supply contracts.
- Determine the lowest cost for materials, track the record orders and monitor order expenses
- Source and interview vendors, negotiate contracts and costs.
- Communicate with vendors, clients, customers, team members, and managers to align goals and Create and maintain good relationships with vendors/suppliers.
- Maintain records of purchases, pricing, and other important data
- Performs other responsibilities associated with my position as may be appropriate.
5 department which I am engaged to handle MEP, Civil Construction, Cleaning & Hospitality,
Landscape, Interior & Exterior, Manpower (Local & Overseas).
HR Executive:
Reviewing resumes and applications.
Coordinating in Philippines, Nepal, India, Sri lanka, Bangladesh, Ghana, Kenya agents.
Conducting first round of telephonic and personal interview for the candidates to schedule for final interviews.
Conducting recruitment interviews (Skype & Telephonic) like and providing the necessary inputs during the hiring process.
Working with recruitment agencies to source for candidates for specific job positions.
Maintaining HR records, such as those related to documentations of Workers.
Follow up of confirmation records statutory obligations in agent.
Regular updating of communications.
Preparation of travel, booking of hotels etc.
Preparing and submitting all relevant documents/certificates/memos as per the requirement of employees in consultation with the management.
Liaising with all government agencies to ensure adherence to compliance.
Recording, maintaining and monitoring attendance to ensure employee punctuality
Maintaining and regularly updating master database(personal file, personal database, etc.)
Preparing letters such as Job offer, Termination Letters, Memo’s, Receiving of Payroll, Timekeeping, Employment Certificate, Warning letters etc.,
Reviewing job descriptions for all positions at regular intervals and updating them in consultation with the respective managers.
Engaging with employees on a regular basis to understand the motivation levels of people in the organization
Coordinating with consultants and candidates for scheduling appointments with the management team for sourcing
Marketing:
Sending emails, calls, inquiry to all clients.
Attending Meetings with the clients.
Doing market, researching, calling and follow ups.
Creating marketing campaigns.
Using the full marketing mix for the company’s marketing communications.
Writingcopyforallmarketingcollateral, includingbrochures, letters, emailsand websites.
Involvedindevelopingmarketingcampaigns, serviceoridea.Itisavariedrolethat includesplanning, advertising, publicrelations, eventorganization, company
development, distribution, sponsorship and research.
Devising and presenting ideas and strategies.
Writing & Verbal reports. (Daily, Weekly & Monthly)
Preparing and delivering marketing plans within key objectives.
Attending key conferences to manage booth, do customer interviews and focus groups.
Preparation of contract from company and supplier.
Planning, implementing, controlling, analyzing and reporting on the information gathered.
Answering questions and instilling confidence.
Making presentations and recommendations to the client.
Public Relation Officer/Liaison Officer:
(Philippine Overseas Labor Office, Philippine Embassy, Chamber of Commerce, MOFA)
Preparation of Documents we need to submit and attests for the Chamber of Commerce, MOFA, POLO.
Assist some of our clients to get visa in Philippine Embassy.
Filing the documents for POLO-OWWA, MOFA & Chamber of Commerce.
Arrange the documents we need to submit in POLO for accreditation of company in Philippines.
Present arguments on behalf of an organization to government.
Direct agencies supporting the incident, as well as concerned local government and environmental groups where and how to obtain incident status.
Monitor incident planning and operations to identify inter
Project : Hyundai E&C | Samsung E&C | G.S Engineering
Handling Engineering & Skilled Workers Department
Ensure Document Management accordingly to established procedures or standards (documents
numbering, formats, issuance, review, dispatch, recording and archiving)
Maintain and manage electronic and hard copy documents as required.
Process incoming documentation.
Process outgoing documentation (transmit to Client and Suppliers/3rd parties)
Makes sure that controlled copies of latest approved documents and drawings are distributed
internally and externally (Clients and Suppliers).
Ensure control and coordination of projects documentation and data.
Ensure all drawings/documentation are correctly identified, distributed and filed/stored
General document control activities such as photocopying, scanning, analysis of suppliers
documents compliance with Project standards regarding numbering and all others aspect related
to document quality.
Assistance in the preparation collation and issue of reports and registers as may be required
Communicate and liaise with Project Teams, Suppliers/3rd parties to agree standards, systems,
efficient flow of documentation, handover and close-out of Project activity to ensure consistency
in document control as required.
Monitor technical documents review and approval in accordance with agreed schedule
Monitoring of documentation progress in cooperation with the project planner
Produce internal and external (Clients and Suppliers) over-due reports
Ensuring the use of standard used forms and templates
Set-up Projects folders and facilitate Project communication process
Establish and maintain the Master Document Register in cooperation with the Project team
Collate, produce and submit QA (Quality Assurance) Documentation for Clients.
Project : Hyundai E&C | Samsung E&C | G.S Engineering
Handling Engineering & Skilled Workers Department
Handling Medical Staffs)
Prepare and manage correspondence, reports and documents.
Control, maintains and updates manpower plan and prepares related monthly and weekly
reports.
Reviews recruitment paper work for completeness and accuracy such as job announcements,
employer’s qualification for each candidate they need, review the company industries if oil& gas,
building construction, chemical project etc.
Source qualified applicants and conduct an initial interview thru phone and personal or walk-in,
evaluates candidates’ CVs or resumes and match them to suitable jobs.
2
management team for sourcing
Marketing:
Sending emails, calls, inquiry to all clients.
Attending Meetings with the clients.
Doing market, researching, calling and follow ups.
Creating marketing campaigns.
Using the full marketing mix for the company’s marketing communications.
Writingcopyforallmarketingcollateral, includingbrochures, letters, emailsand websites.
Involvedindevelopingmarketingcampaigns, serviceoridea.Itisavariedrolethat
includesplanning, advertising, publicrelations, eventorganization, company
development, distribution, sponsorship and research.
Devising and presenting ideas and strategies.
Writing & Verbal reports. (Daily, Weekly & Monthly)
Preparing and delivering marketing plans within key objectives.
Attending key conferences to manage booth, do customer interviews and focus groups.
Preparation of contract from company and supplier.
Planning, implementing, controlling, analyzing and reporting on the information gathered.
Answering questions and instilling confidence.
Making presentations and recommendations to the client.
Public Relation Officer/Liaison Officer:
(Philippine Overseas Labor Office, Philippine Embassy, Chamber of Commerce, MOFA)
Preparation of Documents we need to submit and attests for the Chamber of Commerce, MOFA,
POLO.
Assist some of our clients to get visa in Philippine Embassy.
Filing the documents for POLO-OWWA, MOFA & Chamber of Commerce.
Arrange the documents we need to submit in POLO for accreditation of company in Philippines.
Present arguments on behalf of an organization to government.
Direct agencies supporting the incident, as well as concerned local government and
environmental groups where and how to obtain incident status.
Monitor incident planning and operations to identify inter-organizational problems from Philippines.
Maintain a log of contacts, agreements and issues.
4
Draft employment offer letter and contracts for selected candidates/Selection process
Serves as a trainer/instructor to newly hired staffs in our office.
Posting internal job hiring at Work Abroad, Jobs Ville and Job street.
Ensure all vacancies are filled with the suitable candidates within the targeted time.
Arrange and assist the employers during the interview
Generates recruitment related reports.
Responds to employer and applicants’ inquiries.
Answer phone calls for inquiries and follow-ups.
Attend inquiries and questions thru phone or personal/walk-inapplicants.
Assess and arrange applicant’s documents before sending
Review vacancy list and select suitable candidates to be sent.
Arrange/conducts telephone interview when needed.
Obtains vacancy details from employers.
Do field sourcing, JOB Fair and SRA (Special Recruitment Authority)in different parts of Manila and
provinces.
Mobilization the line up for the employer’s interview.
Prepare and encode shortlist & walk in applicants for interview.
Investigate and check of various delays with regards to the mobilization of candidates.
Communicate with candidates directly with regards the status of their application.
For accepted/Selected applicants-we informs of their selections; briefs requirements needed,
documentation and placement fees, their salary, working terms and conditions of the companies.
Prepares all essential documents and review of candidate documentation before submitting to
the processing department.
Follow-up with the candidates for any specific information or documents requested by the
department/employer.
Performs other job related duties as assigned.
Serves as a trainer/instructor to newly hired staffs in our office.
Performing routine clerical duties including the processing of mail, filing, photocopying, faxing,
scanning, data entry, scheduling of meetings related to recruitment procedures.
Providing support to other staff members of the Recruitment if needed.
Performing any other supporting tasks assigned by the boss.