Suzane Coelho Fernandes

Event Management
Marketing Communications
Digital Marketing
Social Media Marketing

Responsible to update opportunities/projects database (won/lost); Prepare live job enquiry forms which requires liaision with Project Directors/ Project Manager’s across our regional offices. Preparing project experience sheets which are proof read and further edited by PMs. Following final approval, experience sheets are uploaded on intranet site.
Maintain and update client database which is used as an invitees list for upcoming events organized by the Marketing team.
Liaision with regional communications team for updated project information and necessary intranet uploads upon approval. Assist regional communications team to update/add company & project information for the new corporate website.
Ensure maintenance of business development/marketing tools and resources as brochures, advertising templates, direct mail campaigns, award nominations and public relations materials.
Coordinate and manage events which involves preparing client guest list, sending out invitations (fax/email/hand delivery), maintaining RSVP records, setting up banners/ pop up stands. Ensure relevant marketing collateral such as brochures, flyers are for the event.
Project managed events such as: Olympics Legacy presentation in collaboration with BBBF (Bahrain British Business Forum), February 2013. I had the pleasant opportunity to set up the event at the residence of the British Ambassador to Bahrain; Olympics Legacy presentation hosted by the British Embassy/UKTI, November 2012 & The Keith Clarke Brunel Lecture, March 2012.
Bids/Proposals Coordinator
Working closely with Bid/Project Managers, the role involves leading all day-to-day aspects of an individual proposals. This includes, preparing compliance matrix upon kick off meetings, document template in compliance with client requirements. Liaison with department function heads for relevant sections & missing materials. Necessary formatting of CVs and project experience in response to clients RFP. Complete proposal hand over to PM/Bid Manager upon final review. To ensure timely submission by liaising with administration department.
In addition to providing local bid support, I’ve supported our Qatar & Dubai bid teams remotely and in person by travelling to each office.

Few examples of bids/proposals:
Bahrain Airport Terminal Expansion & Refurbishment, Bahrain
Al Fateh Highway Upgrade, Bahrain
Doha Expressways, Qatar
Design services for Al Rayyan Road, Khalifa Street and Al Bustan Street, Qatar
Umm Al Hayman Waste Water Capability, Kuwait

Bid/Marketing role:
Working closely with Bid/Project Managers, the role involves leading all day-to-day aspects of an individual bid. Proposal documentation and development. Worked independently in the Bahrain office supporting local business & Proposal/Marketing team based in the Regional office.
A few proposals submitted to, include: Department of Transport Dubai, Ashghal Public Works Authority - Qatar, Ministry of Works - Bahrain, Emaar Properties - Dubai & Saudi Arabia, Jeddah Municipality - Saudi Arabia. Familiar with the application - In design in which most of our proposals are prepared.
Liaison with department function heads for relevant sections & missing materials. Necessary formatting of CVs and project experience as requested in clients RFP. Complete proposal hand over to PM/Bid Manager upon final review. Submitted bids to tender board in person as well as follow up with concerned staff to ensure timely submission.
Also responsible for updating and uploading staff CVs, project sheets and company news onto intranet. Preparing media monitoring reports. Coordination with local and regional printers for business cards printing. Liaison with local media companies for price quotes and booking of advertisement placements in newspapers for vacancy openings & National day greetings.
Project managed events such as; Gulf Water Power Forum 2010, Water Arabia 2009 & Project Management Exhibition 2008). Responsibilities include: Setting up booth, installing banners, brochure stands and representing the company.

Administration role:
Managing bookings for all incoming/outgoing travel, accommodation and car hire requests. Regular liaison with travel agencies, hotels & other suppliers. Regular contact with administration & travel coordinators throughout regional offices to ensure timely & accurate bookings are made. Careful attention given to CEO’s & company Directors booking itineraries.
At all times, seeking advice and keeping Administration Manager posted on up to date developments, bookings and other administration tasks.
Set up & attend meetings with travel, hotel agencies to work out proposals. Preparation of Requisition forms for all requests and ensuring all requisition forms are approved by department heads & authorised signatories. Responsible for maintaining requisition forms, purchase order log and updating supplier’s database. Regular contact with office suppliers for the delivery of office stationary. Preparing and sending out purchase orders for office stationery. Managing filing system in soft and hard formats.
Providing general secretarial / administration support to senior managers & staff. Liaising with staff, regulatory authorities, suppliers and clients etc. Responsible for answering & screening telephone calls & face to face enquiries, when I covered reception area when needed.
Additional, HR duties include: Liaison with Public Relations Officer & Ministry of Labour for new residence permit applications/visa renewal/CPR applications for existing & new staff. Preparation of application letters & forms for relevant visa/CPR applications. To ensure supporting documents such as passport copies, education certificates & necessary documents are attached with applications. Follow up on applications with PRO & Ministry of Labour.

Reporting to General Manager, responsible for handling & managing all outdoor media locations database (150 Megacom boards) and undertaking megacom board booking which include, preparing quotations, contracts and invoices for various clients. Supervision of site team (5 staff) responsible for the installation and removal of posters. Liaised with high-profile clients and advertising agencies on a daily basis.
Responsible for billboard artwork production and installation procedure. Follow up with installation teams on job orders given.
Updating megacom boards (4x4) database (additions/removals). Regular update of client database. Renewal of annual contracts upon client request. Reproduction of posters if artworks are amended.
Attending and assisting clients on their queries with regards to their outdoor campaigns. Preparation of outdoor locations & campaigns presentations. Presenting proposals, media and cost schedules to clients. Liaison with Bahrain municipality for artwork approvals. Follow up with clients on outstanding payments. Responsible for preparing financial reports which include monthly sales reports, payment reports & statements of account.
In addition, provided campaign photographs to clients. Notify contractors to repair damaged sign boards. Setting up appointments between the General Manager and clients to discuss new outdoor opportunities and performing other administration tasks when required.

Responsible to prepare payment vouchers; contracts and invoices, debit / credit; ledger journals, bank reconciliation and statements of account. Drafting of various correspondences. Also, preparation of work sheets on installation schedule of technicians and other administration tasks.