Marlize Smith Email & Phone Number

Gauteng, South Africa

In my role as a Senior Proposal Administrator, I provide professional administrative support across all Proposals Department processes, extending assistance to the SVP Origination, BD Manager, Proposals Manager, the proposals team, and both internal and external clients.Key Responsibilities:Taking charge of formatting all proposals to ensure adherence to high-quality standards before submission.Updating and inputting proposal information into Salesforce, SAGE, SharePoint, and other relevant systems, while maintaining data accuracy and integrity.Managing proposal coding by creating proposal codes within the SAGE platform and establishing dedicated SharePoint proposal sites for streamlined document management.Demonstrating significant ownership, professional judgment, and independent initiative to proactively anticipate and respond to continually changing scheduling challenges.Preparing and/or coordinating the preparation and compilation of presentations, reports, and other materials to support departmental objectives.Thoroughly reviewing documents prepared by others to ensure they are error-free, present subject matter clearly and concisely, and conform to consistent formatting in line with department branding.In this capacity, I contribute significantly to the department's efficiency and professionalism, ensuring that our proposals and administrative processes consistently meet the highest standards of quality and effectiveness. My proficiency extends to SAGE, Salesforce, SharePoint, and other systems, resulting in enhanced efficiency and unparalleled accuracy within our operations.

City Of Johannesburg, Gauteng, South Africa

In my relatively brief, yet highly impactful tenure, I shouldered the responsibility of overseeing the meticulous management of tender returnables crucial for the tender submission process. This encompassed a range of vital documents, including but not limited to Surety Letters, Tax Clearance Certificates, Insurance documents, JV Agreements, and more. Furthermore, my role entailed rigorously verifying the accuracy of Bill of Quantities before proceeding to the tender submission stage. Additionally, I played a central role in guaranteeing the flawless alignment, delivery, and distribution of tender packages.

Jet Park

As a CRM Super User, I played a pivotal role in managing and optimizing the functionality of Microsoft Dynamics CRM 2015 within Aveng's Business Development Management reporting tool. My responsibilities included ensuring the accurate compilation and administration of all tender-related information.Proficiently compiled and managed all tender reporting activities for Aveng Grinaker-LTA Business Units and Aveng Group. This included the preparation of monthly Exco Reports, Board Reports, Manco Reports, and Group Risk Reporting.Produced accurate and timely information for weekly Business Development Meetings by evaluating current tenders, valid tenders, and potential prospects for inclusion in the Tender Advice.Efficiently scheduled and coordinated Tender Exco meetings at the Operating Group level in preparation for tender submissions. Ensured the accuracy of information reflected in Risk Schedules.Systematically collected, verified, and distributed tender results and award information to relevant stakeholders.

Jet Park

Skillfully managed the entire tender process, including collecting and organizing tender requirements.Meticulously uploaded tender documentation onto CCS (Construction Computer Software) and compiled comprehensive tender packages for evaluation and approval. This involved critical components such as Surety Letters, Tax Clearance Certificates, Insurance documents, JV Agreements, and more. I also ensured the smooth alignment, delivery, and distribution of tender packages.Established and maintained a robust backup system to manage the historical records of tenders. This included producing monthly operational reports, EXCO Reports, and Management packs. Additionally, I compiled Exco Annexures and provided essential support to the Estimator in project management.Coordinated travel arrangements for site inspections and progress evaluations, streamlining logistical processes for enhanced efficiency.Generated detailed reports from the STATSA website to monitor Escalation Indices on a monthly basis. I also maintained and updated fuel schedules and efficiently managed various other appointments and administrative schedules to facilitate seamless operations.

Sandton

Public Relations:Oversaw the planning and execution of functions and conferences, ensuring seamless management.Maintained meticulous Function/Conference Project Management schedules, diligently monitoring all tasks and activities for timely and within-budget delivery.Orchestrated travel arrangements and accommodations for conference delegates and clients, optimizing their experience.Business Standards Management:Administered the Business Standards Management System (BSMS), actively identifying and overseeing business process improvement initiatives.Ensured well-defined, documented, and measured processes, utilizing Microsoft Visio to create comprehensive flowcharts for all procedures.Upheld data control and administration standards to guarantee quality.Identified and eliminated inefficiencies across processes, aligning initiatives with industry standards.Executed effective Disaster Recovery and Business Continuity Plans to safeguard operations.Designed and maintained forms and templates, contributing to optimum performance and stability.Produced analysis reports to assess the status and effectiveness of adherence to Business Standards and Processes.Managed the end-to-end office asset acquisition chain and adeptly processed invoices and credit notes using AccPac.Generated and distributed monthly income reports, contributing to financial transparency.Cultivated and optimized business partner/client relationships, aligning with their strategic plans, priorities, and expectations.Effectively managed vendor relationships to ensure operational efficiency and excellence.

Sandton

In my role as a Personal Assistant, I seamlessly combined the following responsibilities:Event Coordination: I expertly planned, organized, and liaised for all functions and conference launches, ensuring their success and smooth execution. This included obtaining quotes and bookings for venues and catering services, always striving for cost-effectiveness and excellence.Client Services: I managed all travel and accommodation bookings for conference delegates and clients, prioritizing their comfort and convenience.Executive Support: I efficiently managed the MD's schedule, arranging appointments and preparing relevant meeting documentation to optimize their time and productivity.Administrative Efficiency: My role also encompassed the administration of office stationery and the proficient processing of invoices and credit notes using Accpac.This comprehensive skill set allowed me to excel as a Personal Assistant and Public Relations Specialist, delivering exceptional support and event management services while ensuring the efficient operation of the office.

Midrand

In my previous position at Hoechst, a German-based pharmaceutical company that subsequently merged in 1999 to become Aventis, During my time there, I excelled in combining these responsibilities to provide exceptional support and event management services:Event Coordination: I demonstrated expertise in planning, organizing, and liaising for all functions and conference launches, ensuring their success and seamless execution. This included obtaining quotes and bookings for venues and catering services, always striving for cost-effectiveness and excellence.Client Services: I managed all travel and accommodation bookings for conference delegates and clients, prioritizing their comfort and convenience.Executive Support: I efficiently managed the MD's schedule, arranging appointments and preparing relevant meeting documentation to optimize their time and productivity.Administrative Efficiency: My role also encompassed the administration of office stationery and the proficient processing of invoices and credit notes using Accpac.

Richards Bay

In my role, I provided comprehensive support in customer service and administrative functions:Customer Interaction: I attended to customers' needs and efficiently handled banking matters, ensuring a high standard of service delivery.Correspondence: I was responsible for typing all branch correspondence, maintaining accuracy and professionalism in communication.Meeting Documentation: I diligently took minutes of all branch meetings, ensuring accurate records and facilitating effective follow-up on action items.Appointment Scheduling: I managed the calendar and made appointments for the Branch Manager, optimizing their time and productivity.My contributions in these areas were pivotal in maintaining efficient branch operations and delivering top-notch customer service.

Johannesburg

Documentation: I proficiently handled the typing of Foreign Exchange Applications, ensuring accuracy and compliance with regulatory requirements.Communication: I screened telephone calls effectively, prioritizing and redirecting inquiries as necessary to optimize communication flow.Regulatory Liaison: I directly engaged with the South African Reserve Bank, addressing customer and branch matters, and ensuring seamless compliance with regulatory guidelines.

Johannesburg

In my initial role, I shouldered comprehensive administrative responsibilities:Administrative Oversight: I was responsible for all administrative duties within the department, ensuring efficient and organized operations.Regulatory Engagement: I directly engaged with the South African Reserve Bank, managing the distribution of Foreign Exchange Applications in compliance with regulatory requirements.This foundational experience marked the beginning of my career and laid the groundwork for my subsequent professional growth.