Ma Luisa Santos

• Study the tender documents and highlight critical parts to concerned departments.
• Coordinate customer’s bid requirements within the various departments such as planning, QA/QC, HSE, Engineering, etc., collate and compile all queries and requests for additional information for communication to customers;
• Coordinate, prepare and compile bid submission documents in relation to tendering/bidding activities, tender questionnaires and pre-qualifications
• Vet through incoming tenders and to note down tender due date, project start and end date, tender submission instructions/requirement and mode of submission;
• Ensure all the requirements of the tender documents are complied with and list out the non-compliance if any.
• Monitor and ensure that tender submission due dates are strictly adhered to, including the checking, binding, packing and preparation of outgoing submissions;
• Prepare request for the Tender Bond / Performance Bond and liaise with Finance Department for its arrangement as per the requirements of the tender.
• Liaise with Insurance, QHSE, HR, Operation and Finance Departments to ascertain compliance and incorporate the data obtained in the Tender submission.
• Attend the Technical Clarification meetings scheduled by the clients and prepare a formal response.
• Ensure appropriate relations, communications and correspondence with Corporate Clients.
Other Duties:
• Responsible for drafting and finalizing corporate letters. Ensure its correctness and professionalism in all aspects.
• Assist the Company in maintaining its corporate documents in terms of applying professional technical and non-technical writing skills.
• Review Corporate Documents such as Manuals and recommend revision or changes, if required.

KEY PERFORMANCE HIGHLIGHTS
• Responsible for Sales and Collection Activity of the Company.
• Responsible for generating new Clients and attending on new leads.
• Monitor Activity of the Sales Team.
• Respond to received Tenders/ RFP/ RFQ. Ensure compliance with Technical and Commercial qualification as set out in the requisition documents.
• Authorized to close Commercial Negotiations as per revenue goals.
• Monitor KPIs and Performance Target of the Business Development Department.
• Ensure Sales Target (exceeding) were achieved, these targets were monitored in quarterly and annual basis.
• Interfere in Collection activity whenever result from the Collection Officer is beyond business cycle.
• Handles disputes (ie. Delay Penalties, Final Account Statement) with Clients.
• Build positive and productive relationships with clients for business growth.
• Ensure invoices were submitted to Clients with complete documentations (Work Acceptance Sheet, Highlighted Drawings, Inspection Reports and Signed LPO/ Contracts).
ACHIEVEMENTS:
• Consistently achieved the Monthly Collection and Annual Sales target.
• Generated significant number of new Clients and reinstated relationship with previous ones.

• Build positive and productive relationships with clients for business growth.
• Schedule regular meetings, discussions and visit client offices to strengthen the relationships.
• Understand client needs and customize existing business programs to meet their needs.
• Provide client support and handle client communications effectively.
• Manage and close client businesses to achieve profitability.
• Maintain existing clients and generate new clients to achieve revenue goals.
• Address client concerns promptly and professionally.
• Discuss business contracts and cost with clients.
• Ensure that client requests are handled timely and accurately.
• Develop new strategies to improve client satisfaction.
• Responsible for tracking all issued invoices to Clients/ Customers.
• Responsible in generating regular and adhoc reports related to invoicing, collection and sales forecasts.
• Support Projects Team in handling disputes with Clients related to quantities, payment certificates and invoicing.

• Provided executive administrative support to the Sr. Commercial/ Contracts Manager (Client). Responsibilities includes but not limited to meeting/ travel arrangements, calendaring, organizing meetings & preparing minutes of meeting, reviewing incoming messages to determine their significance and training junior level office staff.
• Responsible for reviewing Supplier/ Subcontractor request from Contractors and recommending approval/ rejection to the Client.
• Reviewed incoming letters from Contractor and identify appropriate end user.
• Monitored and ensure response/s are provided within timeframe as dictated by the Contract. Follow up if necessary to ensure contractual obligations are met.
• Facilitated business letters writing to the Contractor/ Client.
• Assisted in preparation of Claim’s Consultation and Determination packages for review of the Client and issuance to the Contractor.
• Prepared statistical reports relevant to commercial issues. Manage commercial spreadsheets.
• Acted as focal user of Aconex in the Department.
• Maintained hard copy and electronic filing system.

• Provided executive assistance to the nominated members of each tender’s evaluation team.
• Responsible for removing/ eliminating all aspects of leakage and ensuring confidentiality of each and every material & information.
• Responsible for keeping and maintaining the designated & approved timelines.
• Responsible for ensuring that evaluation reports are written as per approved template and in accordance with the approved Evaluation manual.
• Participated in Evaluation manual review and revision.
• Coordinated all confidential transactions relevant to tender evaluation with concerned parties (e.g. RLS-JV, QR).

• Searched for ongoing and new tenders relevant to Supply of Building Materials with keen attention for governmental facilities and large sized EPC contracts.
• Responsible for collecting & reviewing the administrative part of tender documentations and transmitting the package to the technical department for input.
• Prepared of commercial offer under the supervision of the Sales and Marketing Manager.
• Reviewed and provided response on tender/ contract clarifications.
• Responsible for Pre-qualification submissions.
• Reviewed and endorsed received POs, LOIs, LOAs and agreements prior to submission.

• Served as Executive Assistant to the 3 Tender Committees (i.e. GTC, LTC & P3) in the organization. The Tender Committees were comprised of members from Qatalum Sr. Management Team.
• Acted as focal point for matters related to respective Tender Committee including queries from Auditors.
• Scheduled Tender Committee meetings and prepared meeting materials and agendas.
• Ensured compliant, formality, accuracy and best practice presentations/ documentations were distributed to the members of the Tender Committee.
• Wrote and distributed meeting minutes, decision memos and action list to appropriate individuals for review and signature.
• Released signed Decision Memos to concerned individuals (Buyer and End User) for action.
• Responsible for collection and safe keeping of unopened/ under tendering bid packages.
• Facilitated technical bids opening and transmittal to approved evaluation team.
• Assisted Tender Committee member/s in releasing of commercial bids.
• Responsible for archiving tender documents as per approved Qatalum retention Policy,
• Created and maintained computer -and paper- based filing and organization systems for records, reports and documents.
• Maintained Procurement intranet webpages (using MS Sharepoint as tool)
• Worked closely with Qatalum Production System Team in applying QPS’ principles and initiative within the department.
• Investigated Procurement issues & problems and drafted responses to urgent requests.
• Maintained detailed administrative and procedural processes to improve accuracy and efficiency.
• Trained Contract’s key staffs with Procurement best practices and tender committee policies and procedures. Also ensure junior staffd are well versed with SAP MM.
• Performed Buyer’s role in Contracts and Purchasing Section, (i.e. Generation of RFQ, solicitations of proposal, negotiation, evaluation and award of PO) as and when ordered by the Procurement Manager.
• Served as Procurement Manager’s Secretary.

ACHIEVEMENTS:
• Co-authored Qatalum Procurement Policy and Procedure (Year 2012) and subsequent revisions.
• Established Procurement related Standard Operating Procedures (SoPs) and One Point Lessons (OPLs) based on procurement best practice in the market. All created procedures are recorded in INOSA e-Pro program
• Co-designed the e-Procurement portal together with the engaged third party web developer. Oversaw the development of the Qatalum Procurement E-Portal for online tender transactions from design phase to “live” status”
• Participated as Procurement Dept representative on the development of Qatalum Sharepoint platform.
• Established electronic and hard copy filing system for Procurement Department using SAP e-DMS module.

• Provided administrative support to all the Training Staffs and Supervisors. Daily task includes preparation of handouts for all upcoming and ongoing trainings, electronic booking of training facilities and arrangement of General Service related course requirements such as transportation, meal, stationeries, outsource printing and housekeeping of remote office.
• Maintained the Hydro Qatalum Training project documents in “eRoom”.
• Acted as Personal Assistant of the Training Manager.

• Kept induction training materials & presentation concise and relevant.
• Ensure fair training administration among Management and general workers.
• Controlled training and induction schedule.
• Developed, maintained and updated induction attendance database.
• Verified and approved Personnel Identification Badge (PIB) application for Site Access from "all" Qatalum Project contractors.

• Provided general administrative support to the Procurement and Administration Department.
• Maintained and monitored company owned vehicular assets' details, documents such as license & insurance papers.
• Provided telephone support.
• Supported general consumables warehousing and inventory.
• Scheduled vendor appointments and maintained up to date confidential files.
ACHIEVEMENTS:
• Participated in the creation, testing and implementation of ERP Oracle Procurement function in UDC.

• Managed and maintained office reception facilities.
• Provided telephone support.
• Handled incoming and outgoing document transmittals from & to site offices
• Maintained and updated Personnel Database for onboard employees