Frency Mathai Email & Phone Number

Dubai, Ae

Dubai, United Arab Emirates

1. Responsible for overseeing the process of purchasing goods and services2. Evaluate and prequalify suppliers before registering in the company database3. Coordinating and executing the procurement of goods and services related to marketing activities by identifying the needs, sourcing promotional materials, negotiating with suppliers and managing budgets4. Monitoring and ensuring adherence to the procurement policies and processes5. Working closely with the marketing team to support any campaign initiatives while adhering to procurement policies and aligning with the organization's marketing strategies6. Managing the tendering process by preparing RFP and other tender documents before floating the tender to the prospective vendors7. Coordinating with the vendors to ensure their tender queries are attended to and the scope is clearly communicated to the vendors to receive fully scope compliant bids8. Negotiating with the short-listed vendors and ensuring cost-effectiveness and maintaining inventory levels9. Evaluating the bids received to finalize the tender award10. Preparing Purchase Orders and Contracts in coordination with the respective departments after confirming the terms and conditions with the confirmed vendor11. Coordinating with the logistics agent and the shipper to ensure timely shipment and delivery of goods 12. Maintaining a proper audit trail of all the communications and documentation related to procurement until award and ensuring timely delivery of assets maintaining cost efficiency13. Preparing the Goods Receipts and payment recommendations in coordination with Finance departments for timely release of payments14. Ensuring all tendering and financial activities are completed through the Company Procurement portal to confirm compliance to the policies and procedures15. Preparing Contract variation documents in coordination with the respective departments, tracking the approval processes and ensuring timely issuance to the vendors

Dubai Parks & Resorts, Jabel Ali

1. Obtaining and evaluating prequalification documents from new vendors and onboarding 2. Procuring new packages by compiling required RFP/ RFQ documents and issuing to prospective vendors/ tenderers3. Coordinating with the internal risk, legal, finance and administration departments before floating the tender4. Responding to bidder queries in coordination with the respective departments5. Techno Commercial evaluation of the received tenders for approval6. Ensuring timely awarding of the works to meet the department timelines7. Delivers document control duties utilizing established internal systems and tools and existing software8. Responsible for gathering the necessary documents, reports, and correspondence and for maintaining an up-to-date document library9. Receives all incoming documents, determines filing category, and inputs the automated document/ drawing control databases10. Maintains files and computerized indexes for all documents. Generates electronic/hardcopy reports as needed by the project or management11. Ensure approved copies of all Procurement and Contract related documents are archived and updated appropriately in the Document Management Software12. Major Projects handled are Motiongate, Bollywood Parks, Legoland, The Outlet Village, Lapita Hotel, Riverland all within the Dubai Parks & Resorts.

Document Control - Preparing project correspondences such as faxes, letters, RFI's etc and maintaining hard copies and soft copies of the same. Using various FTP sites for sharing different project documents between different local offices as well as offices abroad. Using Aconex System for maintaining secure project information, retrieval of all documents & construction drawings and routing of documents and drawings to concerned departments. Preparation and submission of Material Submittals and shop drawings to the various Consultants for their review and approval in hard copy as well as in soft copy using Aconex workflow system.Database Maintenance - Using MS Database Access in order to keep track of the inter-office project documents by creating registers/ logs and by creating various reports. Eg: - Maintaining Document-wise/Client-wise registers, document status registers, invoice status registers, tracking document numbers etc. using database access.Invoice handling - Creating project invoices and keeping track of its receipts and payments by maintaining an Invoice Status Register.Project Proposals - Putting together Project Proposals for new projects at the bidding stage. Preparation of Tender Queries to be sent to Project Consultant. Prepare all tender submission letters in coordination with the Tender Department.As Administration Executive:Handling incoming / outgoing correspondence and filing.Prepare letters to the respective Project Consultants, Subcontractors and suppliers.Collection, stamping and proper upkeep of all Contract Documents.Issue of Contract Documents, Contract Drawings etc. to the site offices.Raising of purchase orders and invoice tracking.Monitoring inventory, office stock and ordering supplies as necessary.Secretarial assistance to the Chairman and Managing Director.Arranging and scheduling meetings.Organizing business travel, itineraries, and accommodation for managers and guests. IT support for all staff.HR assistance.

Major Responsibilities include:Attending clients through phone and in officePreparing job cards and related documents Page Handling warranty and related woksInvoicing according to work in progress and closing job cards

Masters; M.B.A, Business Administration

Masters in Business Administration (M.B.A) Specialized In Human Resource

Bachelors Degree; B.C.A, Computer Application

Bachelors Degree in Computer Application (B.C.A.)

Pre Degree In Commerce, Business/Commerce, General

Higher Secondary Education / +2 (Commerce)