Nikki Molina

Support the Project Manager in gathering and disseminating information across key departments: Site Team, Planning, Engineers, and Technical Team.
● Manage project documentation, ensuring organization, filing, and accessibility of all project-related documents, plans, permits, and paperwork.
● Scan, log, and store correspondence and documents electronically and in project folders.
● Prepare business correspondence, memos, and letters for clients, consultants, and subcontractors.
● Facilitate communication between the Project Manager, project team, subcontractors, and suppliers.
● Maintain regular communication with clients, consultants, and the head office team regarding project-related matters.
● Monitor deadlines and follow up on action items from meetings or project timelines.
● Assist with office tasks such as scheduling meetings and preparing presentations and reports for client.
● Process site purchase requests, invoices, and manage office supplies and petty cash expenses.
● Organize and maintain document control systems to ensure efficient filing and retrieval of documents.
● Collaborate with project teams, engineers, and management to gather and distribute relevant documents.
● Coordinate with the Site Admin team for site-related requests, including transportation and gate passes.
● Maintain organized records of clients, consultants, subcontractors, and project documents.
● Collect and submit documents for direct payments to clients.
● Provide necessary documentation and support for site supplies and daily site requirements.
● Prepare and submit documents for permit renewals.
● Manage correspondences and submittals to and from the PWA Ashghal APMS & CTS Portal for on-going projects under Ashghal.
● Prepare documents for the Project Manager's approval and signature.
● Perform other duties as assigned by the Project Manager.

● Reported directly to the General Manager, ensuring seamless communication and alignment with company strategies.
● Provided high-level administrative support, including schedule management and correspondence handling.
● Assisted with general office tasks, such as scheduling meetings and managing calendars.
● Drafted, edited, and formatted letters, memos, reports, and other company-wide documents.
● Organized and facilitated meetings by preparing agendas, taking minutes, and managing follow-ups.
● Arranged and managed the General Manager's daily schedule, including preparing documents for approval.
● Handled incoming and outgoing communications, such as memos, and office circulars.
● Developed and maintained filing systems, including scanning and photocopying documents for the general manager and other departments.
● Coordinated travel itineraries, bookings, and visa application documents for the General Manager.
● Monitored and facilitated payments for utility bills, travel arrangements, and other essential transactions.
● Managed project documentation, ensuring proper organization and accessibility for team members.
● Conducted research and compiled data for reports, presentations, and decision-making processes.
● Handled incoming calls, emails, ensuring timely response and prioritizing urgent matters.
● Developed and maintained filing systems, including digitizing and organizing physical documents.
● Oversaw office equipment maintenance and supply inventory to ensure operational efficiency.
● Assisted other department managers with administrative tasks as needed.
● Greeted and assisted guests, suppliers, and employees, directing them appropriately.
● Ensured confidentiality and handled sensitive information with discretion.
● Performed other duties as assigned by the General Manager to support organizational goals.

Prepare responses to correspondence containing routine inquiries for tenders and quotations.
● Ensure that all queries are dealt with in a timely manner.
● Prepares Material Submittal, Technical Specification and Data Sheets needed for the clients.
● Coordinates and assists the Sales Team, Projects and Sales Manager with any required documents.
● Assist in the preparation of regular status reports on tendering and evaluation activities
● Performs other related duties as requested by supervisor or manager.

• Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
• Managed and completed paperwork and overall office administration operations.
• Performed market analysis, assessing opportunities and collecting competitor intelligence.
• Drafted agendas, recorded minutes and created meeting documents.
• Conducted thorough research using diverse resources to assist professional staff with routine and special project tasks.
• Prepared and monitored project timetable and weekly status updates of each residential projects (horizontal and vertical).
• Assisted in preparing monthly management reports and ensuring targets are achieved.
• Assisted and prepared financial projections, promos and incentives, price list, payment schemes, pricing/re-opening of cancelled lots and new projects.
• Prepared minutes of the meeting during weekly and various coordination meetings with other departments, consultants or third parties.
• Coordinated in the preparation of marketing materials.
• Provided assistance to the needed requirements of various sales team or other departments.
• Created and updated physical records and digital files to maintain current, accurate and compliant documentation.
• Tracked and analyzed reports to determine where improvements in business could be made.
• Performed various administrative functions, including filing paperwork, delivering mail, sorting mail, office cleaning and bookkeeping.
• Conducted site assessments to verify plan accuracy and feasibility of proposed developments.
• Conducted and gathered data for market research / competitive scan / comparative studies / survey / policies and regulations to ensure project feasibility.
• Assisted managers and executives in all aspects of business operations.

• Assisted with capturing and analyzing social media metrics.
• Stayed updated with latest marketing concepts and techniques.
• Created unique and engaging content for range of social media platforms including FaceBook and Instagram.
• Assisted in designing and presenting social media campaign ideas.
• Helped with planning and hosting of marketing events.
• Collaborated with team members to help expand marketing channels.
• Performed market analysis and researched latest trends.
• Increased brand recognition in target audience through creative promotions and marketing campaigns.
• Contributed to mock-ups, email campaigns and social media content.
• Assisted with daily administrative duties.