SHEILA MODEQUILLO

• Provide administrative support to ensure efficient operation of office.
• Answers phone calls, support visitors, schedules meetings, interviews and company events.
• Carries administrative duties such as filing, typing, copying, binding and scanning.
• Dealings with queries on the phone and by email.
• Makes travel arrangements such as booking flights and hotels.
• Liaise with the PRO for staff visa applications.
• Organize and manage employee records.
• Assist in the recruitment process.
• Addressing employee questions or concerns related to HR policies during onboarding.
• Keeps track on staff leave balance and approving leave in HR application.
• Processing trade license/lease agreement/visa renewal applications in the DIFC portal.
• Doing some document controller works when needed.

• Provide administrative & clerical support including mailing, scanning, faxing & copying to management.
• Maintain the electronic and hard copy filing system.
• Open, sort and distribute incoming correspondence.
• Perform data entry and scan documents.

Manage calendar for CEO.

• Assist in resolving any administrative problems.
• Distribute project-related copies to internal teams.
• Answering, screening and directing phone calls.
• Prepare and modify documents including correspondence, drafts, memos and emails.
• Schedule and coordinate meetings and appointments for co-workers.
• Generate contractor’s list, send Tender invitation and follow up.
• Preparation of the required documents for the tender.
• Responsible for receiving, circulating and recording all incoming and outgoing emails and hand deliveries.
• Controlling, monitoring and tracking the documents which reflects Incoming and Outgoing Correspondence for all existing projects.
• Sending the project correspondence, transmittals to Contractors/Clients.
• Ensure that all project documentation are held with soft copy and backed up electronically.
• Maintain confidentiality around sensitive information.

• Assisting Estimation team with Tender Bids.
• Upload and download tender related files.
• Prepare / write / review the pre-tender & tender submissions.
• Assist in proposal preparation and tender submission.
• Collates and ensures proper documentation within the tendering and contract process.
• Sends tender inquiries to the consultants through email.
• Calling and emailing vendors/subcontractors for quotes, qualifications and other information.
• Respond to tender inquiries from the supplier/subcontractor via phone & email.
• Conduct searches to find needed information using such sources as the Internet.
• Set up and maintain paper and electronic filing systems for records, correspondence and other material.
• Manage procurement activities relating to request for proposals and price quotes for Pre-Tender & Post-Tender.
• General assistance to the estimation and procurement team.
• Maintain subcontractors/vendors database.
• Performs other related duties as assigned for the purpose of ensuring the efficient & effective functioning of the work unit.

• Respond to a wide variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
• Disseminates information to the employees using telephone, fax machine and email.
• Prepares materials for workshops, conference meetings, duplicates/collates.
• Coordinate conferences and meetings.
• Set ups and maintains paper and electronic employee filing systems for records, correspondence, and other material.
• Maintains and process forms.
• Handles travel arrangements and prepares travel itinerary report.
• Assisting with the day-to-day efficient operation with the HR office.