EXECUTIVE PERSONAL ASSISTANT / SENIOR BID COORDINATOR
UCC Holding
مجموع سنوات الخبرة :15 years, 2 أشهر
UCC HOLDING, QATAR
Senior Bid Coordinator / Executive Personal Assistant to
Chief Estimation & Tendering Officer
Nov 2019 - Present
• Acting as the point of contact for the Head of the department Chief Estimation &
Tendering Officer (CETO) & Tendering Team (with 60+ employees)
• Managing CETO calendars, diaries, appointments, organizing meetings and events.
• Responsible and manage all office and personal tasks for the CETO. Monitor,
organize, taking necessary actions on behalf of the HOD and distributing them to the
relevant personnel/team.
• Attending and assist visitors of the CETO and team, handle direct phone calls, take
messages, and direct them appropriately.
• Supervise the Estimation & Tendering Department, providing various administrative
support and coordination.
• Assist and support in preparing presentations, project briefs, tender distribution
forms, and any tasks related to tender jobs.
• Organize and maintain tender logs and the filing system/registers.
• Maintaining departmental records, tender documents, contracts & agreements, and
the organization chart.
• Coordinating with agents organize domestic and international travel, including
flights, accommodations, transportation, visas and itineraries of CETO & Managers.
• Coordinating with the Finance department to process expense sheets, claims and
follow up the tender bond.
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• Assisting HR in recruiting new employees by raising manpower requisition,
sourcing, shortlisting and screening the applicants, and scheduling interviews,
maintain accurate and up-to-date candidate records in the applicant tracking system.
• Maintaining employee records, such as offer letters, contracts, terminations,
resignations, ESC, benefits, and other HR-related documents.
• Managing the approval of transfers, tracking vacation and leave, and attendance
using the CETO SAP & NUMU system
• Acting as the office coordinator, monitoring stationery levels, ordering office
supplies, and organizing team offices and workstations, as well as handling any office
material-related tasks.
• Support and assist the Business Development department in coordinating PQ
preparation and processing BD forms.
NASS CONTRACTING, BAHRAIN
Administrative / Senior Document Controller
October 2015 to October 2019
• Responsible for daily document management workload for design and construction
projects, including the Y2015 - 9 Water Transmission Development (EWA) using the
SHEQ management system (ISO) and the Y2020 Hilton Garden Inn, The Avenues
using the Information Management System (IMS) (ISO).
• Maintaining tracking logs/registers for all technical and non-technical documents.
• Controlling, tracking, issuing, and filing all types of incoming and outgoing
documents such as confidential documents, correspondence, IFC, specifications,
permits, certificates, insurances, invoices, IPC, variation orders, instructions, method
statements, checklists, ITP, IR, RFI, NCR, SVR, TQ, MAC, SAC, test reports, various
reports, designs, shop drawings, As-Builts, O&M Manuals, and other related
documents from the project site.
• Managing emails and queries, distributing them to the concerned personnel, clients,
and subcontractors, and handling workflow within the organization.
• Preparing and typing transmittals, correspondence, site memorandums, circulars,
and assisting engineers in preparing and producing various reports such as daily,
weekly, monthly, and QA/QC reports, and comment resolution sheets.
• Performing project administrative work for site staff leave, manpower, and applying
for site permits/LOA and gate passes for staff and workers.
• Liaising effectively with the Project Director, Sr. Project Manager, Construction
Manager, QA/QC Manager, project team, clients, and subcontractors to resolve
documentation-related issues.
• Demonstrated proficiency with large-scale online document management software
(CRESDOCS).
• Responsible for purchasing site materials and stationery.
• Attending meetings and typing minutes of meetings.
• Preparing photocopies, printing, scanning, binding, transmitting, and sending
documents as part of client and subcontractor submissions via email, online, and
hard copies.
• Preparing presentations, organization charts, reports, inspections, and material and
subcontractor approvals as per technical and managerial instructions.
• Arranging appointments and tracking the schedule of the Managing Director.
• Overall control of the documentation system, handling and filing all project documents.
• Arranging appointment and tracking the schedule of Managing Director.
• Performing general clerical duties and office responsibilities for an
organization.
• Printing and converting drawings using AutoCAD software.
• Typing correspondence, minutes of meeting, making presentation and office memorandum as instructed.
• Operate a range of office machine such as printer, photocopier, scanner,
computer and fax machine, business card reader etc.
• Maintaining hard copies and electronic filing system for all incoming and outgoing documents (indexing, logging, scanning and segregation of files to all staff computer and transfer the proper project on the main server)
• Coping and issuing of documents via emailing, faxing and distributing hard copies to all staff within the organization.
• Answering telephone calls, attending to the visitors and assist other staff
within the organization.
• Demonstrated proficiency with ERP software Diamond to enter details of the employees.
• Arranging meeting, presentation conferences and internal event.
• Performing basic IT troubleshooting, connecting and installing machine thru staff system.
Performing general clerical duties and filing costumer records.
• Responded to telephone inquiries by providing quality service to customers
and associates.
• Develop sales strategies
• Identify and qualify prospects.
• Assisting costumers with produce selection and purchases.
• Deliver presentations and demonstrations
• Conduct market research and provide product training
• Assess customer needs and recommend the best solutions, negotiate and
implement pricing and maintain customer data base.
• Achieved monthly, quarterly and annual top sales agent award year 2009 to
2011