Coordinator-Admin cum Client Service Executive
Tiger Profiles & Insulation LLC
Total years of experience :6 years, 4 Months
Coordinating with Signing Authority / Assistant Managing Director and Business Development / Sales Department for all review and approval of incoming and outgoing Submittal’s, Approvals, NDA/CA, LOI, LPO, PO, Undertakings, and Subcontract Agreements. Managing Contracts Log, Warranty Certificates Log and Client Complaints Register.
Distributing incoming contracts / subcontract agreements / PO / LPO / LOI / LOA to Finance Manager, Projects Manager, Technical Manager and Admin Managers’ for review and comments. Compiling all comments and sending to client with request for revised same. Cross checking revised incoming documents and reporting to supervisor with summary and correspondences.
Actively coordinating with client counter parts for revised/necessary documents receivables / submission, eg: civil defense licenses/test reports/approvals/certificates.
Coordinating/reminding regarding due dates of material dispatch and delivery in advance with Production Dept., Transportation Dept., and Sales Dept., as per signed contracts and updating delivery note to client after dispatch.
Assisting sales team to prepare quotation as per client requirement and following sales manager orders on terms and conditions.
Coordinating with Sales Team on client complaints, preparing summary form, collecting and distributing supporting documents to concerned departments, arranging site visit from QA/QC if necessary and recording all correspondences. Preparing summary and reporting to supervisor and filing all records for future reference.
Managing - Vendor/Supplier Registration, PQ preparation and submission, Projects or Material submittal’s preparation and submission.
Actively managing registration documents/material test reports/certifications and sending notifications on expiry and renewals on due time to concerned departments.
Preparing and managing draft letters, cover letters, memos, MOU, contracts, email and applications.
Performing other tasks as assigned by the Supervisor cum Assistant Managing Director.
Accompanying Business Development Manager for courtesy visit or PQ / Tender meetings with JV partners / sub contractors, maintain scheduling of Tender Process and coordinating with them during PQ and Tender documents preparation.
Collecting / downloading, submitting of EOI / PQ / Tender Documents / Tender Bulletins / Tender Clarifications / Tender Queries / Tender Bonds from/to client and JV partners. Paying document fee by bank.
Preparing documents as required, such as Company Profiles, Project Information’s and Quick Review of Tender Documents/ITT.
Inviting various quotations from suppliers for estimation team and updating in system.
Filling-up statutory/general information, collecting docs’ from internal depts.., and JV partners, compiling, stamping, scanning PQ / Tender / Clarification documents for submission.
Update and maintaining document controls of all correspondence related to Tender Submission for quick tracking of records and information, both electronic and hard copy.
Preparing / taking draft EOI, Cover Letters, memos, MOU, contracts, email, applications and letters.
Researching for latest announcements of projects, updates on projects, major competitors’ updates, projects awarded to competitors, GDP growth, economy, property news, politics & laws / regulations. Following, updating and reporting latest tender announcements and potential tenders’ information to Marketing Manager.
Registering/updating vendor/company information for existing and new clients by online/hardcopy.
Answering of phone calls, arranging meetings, booking tables and ordering stationaries.
Maintaining work coordination with other SsangYong Branch Office i.e. Dubai/Doha.
Arranging visa related / company documents renewal / PRO services to SsangYong.
Performing other tasks as assigned by the Managing Director, Deputy GM and BDM.
Projects been part of;
• PQ & Tender Documents submission for RTAs’ Expressway, Interchanges and Local Road projects.
• EOI, PQ & Tender Documents submission for FIFA World Cup 2022 Qatar Stadium Projects.
• EOI & PQ submission for Qatar Rail's Doha Metro, Freight and High Speed Railway Project.
• EOI, PQ and Tender Documents submission for Ministry of Transport, Qatar / ASHGHAL's Expressway Programs and Local Road and Drainage Programs.
• EOI, PQ and Tender Documents submission for Qatari Diar / Lusail Real Estate Development Companies (LREDC) building and infrastructure projects.
Receiving/sending/distributing documents from/to Document Controller or JV Partners/Clients office on behalf of Admin Manager / Project Manager / Project Director for Review/Correction/Clarification, and managing log sheets. Keeping track of all incoming and outgoing correspondence.
Managing employees’ timesheets, monthly salary sheets and reporting payroll to Branch Accounts Department.Coordinating with BranchHR regarding new recruitments/terminations and arranging ID and safety inductions.
Managing Heavy Equipment’s status reports and log sheets, managing hardware/trading/stationary materials logs and coordinating with concerned depts., (Transport/Procurement) for new order/replacement/maintenance/return in command from supervisors.
Preparing official letters, emails, daily reports and other tasks as assigned by the Admin Manager.