Swapnaa Ashok

Tenders & Contracts
 Coordinate, prepare and compile bid submission documents in relation to tendering/bidding
activities, tender questionnaires and pre-qualifications;
 Organize and harness the efforts of all involved departments relating to tendering/bidding
activities and contract review;
 Coordinate customer’s bid requirements within the various departments such as planning,
QA/QC, HSE, Engineering, Production, etc., collate and compile all queries and requests
for additional information for communication to customers;
 Assist commercial department in cultivating good relationship with existing and potential
associates/customers;
 Vet through incoming tenders and to note down tender due date, project start and end date,
tender submission instructions/requirement and mode of submission;
 Collate tender information and references from various sources such as online search
engines, industry and market intelligence data etc., which are needed for submission;
 Monitor and ensure that tender submission due dates are strictly adhered to, including the
checking, binding, packing and preparation of outgoing submissions;
 Ensure that tender submissions are standardized in terms of format, font, logo, etc. and in
line with customer’s tender requirements.

Designation - Senior Manager - Administration, Bid Manager(Multiportfolio)

Duties:

Tenders & Contracts
 Worked in analyzing and coordinating the administrative, technical and commercial aspects of the Tendering and Contract process.
 Need to study the entire tenders / Request for Proposals (RFPs) and take necessary action and prepare the necessary documents, Technical, Commercial & Costing Sheet required and present or submit the tenders according to the tender requirements.
 Work out on the performance bond and apply with the bank for the respective amount requested as in the tender.
 Keep a note of all the tender bulletin replies or queries received and need to respond all them respectively.
 Once a Contract Award is received, responsible for submitting all the company certified documents to the party and note all the points agreed between the party and the contractor. Thereby responsible for requesting the Performance Bank Guarantee, Advance Payment Guarantee & Insurance as such needed in various contracts. Also, responsible for a thorough hard copy & soft copy filing of all the contracts documents.
 Preparation of Work completion document for all projects.
 Guide and direct tender toward successful closure to maximize long term contract profitability.
 Liaise with stakeholders to ensure required documentation is provided within allotted time frame.
 Manage tender documentation production and review for accuracy and completion.
 Competent in developing and sustaining effective relationships with customers for increased business opportunities.
 Handling a high volume of customer enquiries while providing a high quality of service


Contracts
 Responsible for all the contracts Invoices - mainly handling projects for QP - QP Instructor project, RasGas - Manpower Services project, PHCC, ASHGHAL project, Al Rayyan project - all these includes various procedures to submit the final invoice - prepare the timesheet and summary sheet, get those approved from the customer’s side, prepare proforma Invoice according to the time sheets, standard invoice format, salary declaration statement etc. and submit the Original Invoice along with all the supporting documents.
 Calculate all the contracts invoices as per the contract payment terms and issue invoices along with the summary sheets wherever applicable.


Office Administration
 Responsible for the office day to day activities happenings, as in keep a track record of the entire employees Work visa, business visa, Company Trade license, CR etc.
 Supervising and allocating appropriate duties to the PRO & the drivers.
 Maintain a full record of company cars, Furniture & Fixtures and ensure that necessary preventive maintenance is carried out to protect company assets and secure their collection after the employee’s departure.
 Handling Diyar Qatar employees salary payroll and staff overtime allowances on a monthly basis and circulate the same.
 Handling office Petty cash in absence of Finance Assistant and maintain the same accurately and submit the petty cash statement on a monthly basis to the Financial Manager Head Office - Kuwait.

Designation - Executive Assistant to General Manager

 Tender projects handling (sending enquires, analyzing the prices offered by the suppliers, preparing tender documents, preparing quotations, pricing under the assistance of the GM)
 Looking after the daily duties of the GM
 Mainly looking after the ongoing jobs in hand - creating a long lasting relation with the existing clients
 Scrutinize & segregate all the mails received for GM and accordingly arrange for the daily meeting
 Co-ordinating for the delivery of the materials for the Foreign Purchase Order
 Co-ordinating through mails and communications
 Assisting GM & Projects Manager of the company

Designation - Executive Assistant to Chairman

 Reporting to Chairman about the daily duties
 Looking after the daily duties of the chairman
 Meet the OEM’s and dealers of different states associated to our products
 Understanding their requirements and planning and quoting accordingly
 Co-ordinating through mails and communications
 Travelling across branches to understand the market strategy
 Assisting Chairman & CEO of the company
 Co-ordinate with every team from all over the branches in India & Abroad
 Attending all the meetings and co-coordinating the same to all the branches through minutes
 Looking after every after sales and services all over India and Abroad