Hafiz Muhammad Usman

Participation in Tenders

• Understanding Tender Requirements: Carefully review tender documents to grasp the client's needs, specifications, and deadlines.
• Coordination: Work with various departments (technical, legal, finance) to gather necessary information and ensure all aspects of the tender are addressed.
• Proposal Development: Help in drafting and compiling proposals, ensuring they meet the client's requirements and are presented professionally.
• Submission Management: Ensure timely submission of the tender documents, adhering to deadlines and submission protocols.

Offer Preparation

• Cost Estimation: Assist in calculating costs, including materials, labor, and overheads, to prepare accurate and competitive offers.
• Drafting Offers: Contribute to the creation of detailed offers or quotations that outline the scope of work, pricing, terms, and conditions.
• Review and Approval: Help in reviewing offers for accuracy and completeness before they are sent to clients or stakeholders.

Client Correspondence

• Communication: Maintain clear and professional communication with clients regarding inquiries, updates, and negotiations.
• Follow-Up: Track and follow up on client interactions to ensure queries are addressed promptly and to maintain a good relationship.
• Documentation: Prepare and manage correspondence, including letters, emails, and reports, ensuring that all client interactions are documented properly.

Commercial and Technical Activities

• Market Research: Assist in researching market trends and competitor activities to help the team understand the competitive landscape.
• Data Analysis: Analyze commercial data and reports to support decision-making and strategy development.
• Technical Support: Collaborate with technical teams to ensure that the technical aspects of offers and tenders are accurate and align with client needs.
• Contract Management: Help in drafting, reviewing, and managing contracts to ensure compliance with agreed terms and conditions.

Additional Support

• Administrative Tasks: Handle various administrative tasks such as scheduling meetings, preparing presentations, and managing files.
• Project Coordination: Assist in coordinating internal projects and ensuring that all team members are aligned and informed about project statuses.

Ongoing Contracts Invoicing

• Invoice Preparation: Prepare invoices based on the terms of the contracts. This involves reviewing contract terms to ensure all billable items are accurately included.
• Verification: Verify that all necessary supporting documentation (e.g., delivery receipts, completion certificates) is attached to the invoices.
• Submission: Submit invoices to clients or relevant departments in a timely manner, adhering to agreed-upon schedules and formats.

Claims Management

• Claim Preparation: Assist in preparing claims for additional costs or changes that were not covered in the original contract. This may include documenting reasons for the claim and providing supporting evidence.
• Documentation: Ensure that all necessary documentation, such as change orders or additional work approvals, is included with the claims.
• Follow-Up: Track the status of claims and follow up with clients or stakeholders to ensure timely resolution and payment.

Bill of Quantities (BOQs)

• BOQ Preparation: Help in preparing and reviewing BOQs, which detail the quantities of materials, labor, and other resources required for a project.
• Updating BOQs: Update BOQs as needed to reflect changes in project scope or additional work.
• Submission: Submit BOQs as required, ensuring they are formatted correctly and aligned with contract requirements.
• Record Keeping: Maintain organized records of all invoicing, claims, BOQs, and other documentation. This includes both physical and electronic records.
• Correspondence: Handle correspondence related to contracts, including communication with clients, suppliers, and internal teams.

Electronic Claims, Invoices, and BOQs Submission

• Maximo System: Use the Maximo system to submit electronic claims, invoices, and BOQs for contracts with TRANSCO (Transmission Company) and ADDC (Abu Dhabi Distribution Company). This involves:
• Data Entry: Input relevant data into the Maximo system, ensuring accuracy and completeness.
• Document Upload: Upload supporting documentation and ensure all necessary fields are filled out correctly.
• Submission and Tracking: Submit the documents electronically and track their status within the system, following up as needed to address any issues.

Additional Support Tasks

• Reconciliation: Reconcile invoices and claims with contract terms and previous payments to ensure accuracy.
• Compliance: Ensure all documentation and processes comply with contractual terms, company policies, and relevant regulations.
• Coordination: Coordinate with other departments (e.g., finance, project management) to ensure all aspects of invoicing, claims, and documentation are handled efficiently.

Follow-Up with Clients and Internal Stakeholders

• Regular Communication: Establish a routine for regular check-ins with clients and internal stakeholders. This can be done through scheduled meetings, phone calls, or emails.
• Issue Discussion: During these interactions, discuss any ongoing or new issues related to the site or project. Be proactive in identifying potential problems and proposing solutions.
• Action Items: Document any action items or decisions made during these discussions and ensure they are followed up on in a timely manner.
• Status Updates: Prepare regular status reports that provide a comprehensive overview of the project or site conditions. Include key metrics, progress updates, and any deviations from the plan.
• Site Conditions: Document the current site conditions, including any observations or issues that may impact the project. This can involve site inspections and coordination with on-site personnel.
• Pending Issues: Clearly outline any pending issues or unresolved items, along with the steps being taken to address them. Highlight any potential impacts on the project timeline or budget.

Reporting to the Client and Company Management

• Client Reports: Ensure that reports are tailored to the client's needs and preferences. Include relevant details and format the report in a way that is easy for the client to understand.
• Management Reports: Provide internal management with reports that highlight critical issues, project performance, and any areas requiring attention or decision-making.
• Timeliness: Ensure that all reports are completed and submitted on time. Develop a reporting schedule and adhere to it strictly to maintain consistency and reliability.

Coordination and Follow-Up

• Internal Coordination: Coordinate with internal teams, such as maintenance, operations, and project management, to gather relevant information for reports and address any site issues.
• Client Engagement: Engage with clients to confirm receipt of reports, discuss any concerns they may have, and ensure they are satisfied with the information provided.
• Issue Resolution: Follow up on any issues raised by clients or internal stakeholders, ensuring they are addressed promptly and effectively.

Best Practices

• Organized Documentation: Maintain well-organized documentation for all communications, reports, and site observations. This helps in tracking progress and addressing issues efficiently.
• Proactive Approach: Take a proactive approach in identifying potential problems before they escalate. Regularly review site conditions and anticipate possible challenges.
• Transparency: Maintain transparency in all communications and reporting to build trust with clients and ensure alignment with internal stakeholders.

Work Initiative and Additional Scope

• Proactive Engagement: Go beyond your standard responsibilities by actively seeking opportunities to contribute to additional projects or tasks that align with the team's objectives.
• Identify Gaps: Look for areas where you or the team could improve or expand. This might involve taking on extra duties, suggesting process improvements, or volunteering for new challenges.
• Implement and Lead: Once you've identified additional responsibilities, work on implementing them effectively. Lead by example to encourage your team to also take on additional tasks and responsibilities.

Follow Safety Procedures

• Company Safety Policies: Familiarize yourself with your company's safety policies and procedures. Ensure that you are consistently applying these guidelines in your daily work.
• Client Instructions: Adhere to any specific safety instructions provided by clients. This might include following particular protocols or using certain types of equipment.
• Safety Culture: Promote a culture of safety within your team by leading safety briefings, sharing safety updates, and encouraging adherence to safety practices.

Self-Reflection

• Performance Evaluation: Reflect on how well you're meeting your responsibilities and objectives. Assess what's working well and what challenges you're facing.
• Improvement Plan: Develop an action plan based on your reflections. Focus on areas where you can improve and set specific, measurable goals to address these areas.

Feedback and Monthly Meetings

• Seek Feedback: Regularly seek feedback from your manager and colleagues to understand your strengths and areas for improvement. Be open to constructive criticism and use it to enhance your performance.
• Monthly Meetings: Schedule and arrange monthly meetings with your manager to discuss your performance. Prepare an agenda for these meetings that includes a review of your achievements, any challenges you're facing, and ideas for development.
• Development Ideas: Use these meetings to discuss your career development goals and explore opportunities for growth. Share your ideas for how you can contribute more effectively to the team and seek guidance on achieving your goals.

Implementing Changes

• Action Plan: Based on your self-reflection and feedback from meetings, create an action plan to address areas for improvement. This plan should include specific steps you'll take and timelines for achieving them.
• Monitor Progress: Regularly monitor your progress on the action plan. Adjust your strategies as needed based on ongoing feedback and performance evaluations.
• Team Support: Encourage and support your team members in implementing similar practices. Share your experiences and strategies to foster a culture of continuous improvement.

• Analyzed past sales data and team performance to develop realistic sales goals, Researched sales opportunities and possible leads to exceed sales goals and increase profits, Increased revenue by implementing effective sales strategies in the sales cycle process from prospecting leads through close, Achieved sales goals and service targets by cultivating and securing new customer relationships, Developed sales strategy based on research of consumer buying trends and market conditions, Established and maintained positive relationships with vendors to determine product availability and quality, Utilized internal lead referral tools to solicit new business opportunities and contacts.