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Executive Assistant Project

Marylebone, England, United Kingdom
November 16, 2018

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Professional Summary:

Over ** years of experience as an accomplished Procurement Specialist with a strong background in Purchase, Procurement and Office Management.

A self-motivated and proven leader, successful in building well-functioning and multicultural teams that deliver quality results without compromising on time and budget.

Highly productive professional with a demonstrated ability to significantly reduce procurement costs by standardizing processes, negotiating favourable terms and streamlining supplier channels.

Proven ability to manage staff, develop and oversee operating budgets, and communicate with other departments, vendors, and executive management to ensure procurement goals are met

Excellent interpersonal, analytical, negotiation and exceptional relationship management skills with a proven track record of spearheading cost innovation drives

Exemplary relationship building and problem solving skills that foster vendor trust and dependability

Executed unified processes and initiatives that improve cost, quality & delivery.

Strong Management and Leadership Skills

Work History:

Project Co-ordinator, 08/2018 to date

Multiplex Constructions – Toronto Canada

Assisting in preparing budgets and construction schedules, setting up project administration files

Initiating and maintaining correspondence with Owner, Architect, Engineers, sub-trades and suppliers

Developing successful relationships with current and prospective clients, consultants, realtors, and developers

Ensuring there is a continuous focus on site safety in accordance with regulatory requirements as well as our Corporate Health and Safety Policy.

Work with Preconstruction, Estimating and Purchasing in development of Guaranteed Maximum Price (GMP) or initial project budget. Lead the preconstruction effort as it relates to Project Engineering and the specific project needs.

Work with engineering, planning, project controls, construction and quality management to ensure procurement is properly aligned with the expectations of the other groups in understanding and addressing the project requirements;

Manage project supplier and contractor relationships with assigned key/strategic suppliers to optimize financial and operational performance.

Setup and maintain accurate project information and data in our computerized project management system (CMiC)

Liaise and build relationships with clients, designers and sub-contractors

Conduct regular site visits, attend and participate in client and trade meetings

Provide project accounting support – assist with approvals for AP processing and client invoicing, budgets & estimates

Organize the project closeout documentation, including; warranties, drawings, manuals, permits etc.

Track and communicate regularly with key stakeholders regarding project status and milestones

Provide top notch service to clients, suppliers and other stakeholders by responding professionally and with a sense of urgency

Purchase / Procurement Manager, 12/2012 to 07/2018

Multiplex Construction – Dubai, UAE

Updating and maintaining supplier contract database Record and file maintenance strictly based on ISO 9001-2000 procedures

Preparing procurement tender tasks for all projects in coordination with the Sr. Procurement Engineers.

Issuing invitation to tender along with standard documentation to tenderers.

Preparing various forms and documents related to the issuance and award of tenders which may include approval to bid, prequalification requests,, potential supplier evaluation criteria, issuance of bid documents and tracking, regret letters and correlating of documents

Maintenance of hard copy files & database for all master service agreements, confidentiality agreements, consulting service agreements, call-out agreements, potential supplier prequalification information, and expiry dates followed by notification to appropriate persons reports, correspondence, requests for proposals and tenders in accordance with corporate records management guidelines

Preparing and assessing bid evaluations during the tender stage. Communicating with contractors to ensure insurance certificates are current, on hand and maintained in an electronic database to track the expiry of insurance policies

Prepare Post Tender Clarifications consisting of key points related to scope of specific trade and ensure Tenderers provide full compliance with the same.

Involved in preparation of ‘Bid Analysis and approval for purchase considering technical, commercial and project delivery requirements.

Office Manager, 08/2007 to 11/2012

Multiplex Construction – Dubai, UAE

Organizing and supervising the comprehensive purchasing functions for the Office.

Overseeing required purchasing processes (e.g. orders, work orders and requisitions for supplies, equipment, material delivery / transfer / issue for the purposes of acquiring necessary resources to support daily site activities.

Maintaining files and records (e.g. Request for Proposal, Purchase Orders, Vender Files, Invoices etc).

Serves as liaison with vendors (e.g. telephone service, fuel suppliers, office supplies) for monitoring and consolidation of orders for better management of expenses.

Responsibilities include: working independently under broad organizational guidelines to achieve unit objectives: directing other persons within a department, as well as tracking budget expenditures.

Supervised assigned staff (employee concerns / problems, directing work, training, disciplining, performance appraisals) for the purpose of ensuring work assignments are complete and within department objectives.

Negotiating price and terms of products with suppliers.

Reviewing all contracts/agreements to achieve ‘best price/best quality’ purchasing.

Administering the online purchasing systems

Giving sourcing input to colleagues to aid business planning & development

Liaise with Accounts Payable Department to ensure accurate and timely payment of invoices, as necessary for the business with the supplier.

Executive Assistant, 12/2003 to 07/2007

Multiplex Construction – Dubai, UAE

Managing the Executive’s Daily Dairy – Schedule of appointments, Agendas, Sensitive and Critical Information with Outmost Confidentiality, Tact and Effective Communication

Screening telephone calls, emails with tact

Organizing the Executives-Clients travel arrangements to offices, site visits, or off-site venues

Minutes noting at meetings and preparing action plan reports thereafter, ensuring confidentiality as required

Preparation of PowerPoint presentations and reports for Clients, Vendors, Consultants

Manage flow of information to-fro for the Project undertaken and ensure documents are accurate, comply with organization standards and policies, maintain strict and secure confidentiality

Co-ordinate employee meetings onsite-offsite, preparation and circulation of agendas, setup of video-conferencing, projectors or other technical requirements

Other office functions, which include but not limited to, expense claims, preparation of monthly newsletter, maintaining updated database of current and completed projects

Education & Professional Qualification:

Diploma from Halifax West High School, Nova Scotia, Canada

Fluent functionality with Microsoft Office



Personal Information:

Nationality Canadian

Date of Birth 21-Sep-1980

Marital Status Married

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