Toronto, Ontario, Canada
A highly motivated, reliable and trustworthy person who enjoys working with others, as well as engaging initiative when required. I am able to apply a very high level of interpersonal abilities, and efficiency to any task required, whilst learning new skills and accumulating varied work experiences.
Proposal coordinator supporting rail and transit, built environment and advisory in the Toronto office and backup for Vancouver as needed.
Reporting directly to Development Director Support the Transmission & Distribution and Power System Analysis unit Create proposals, expression of interests using company templates and graphics Ensure bids, expression of interests and pre-qualification questionnaires are completed in accordance with client requirements and sent in time of deadline Liaise with engineers on technical input into bids Correspond with legal contracts department regarding terms and conditions Update our internal systems with e-forms to log prospects and bids and review status of projects on weekly basis Update experience lists and CV’s for bids to reflect up to date information Ensure formatting is correct and proof read tender submissions before submitting Fill in pre-qualification questionnaires with Mott MacDonald information and liaise with engineers if any technical information is required Meet with team on weekly basis to run through current bids, prospects and work load for the team Participate in weekly conference call with overseas offices for bid / workload meeting Correspond with clients and answer any queries in a timely manner Running monthly reports and collating data for board meeting / divisional Unit meetings Typing, room booking, minutes of meetings and any admin tasks required
Organise and prioritise e-mails using a colour coded flag system Diary Management, booking travel and accommodation Sorting mail daily and sending acceptance / decline letters as required Organising meetings, and collating paperwork for bring forward file Copy and audio typing – letters, memorandums, presentations and reports Attending Board and Senior Management team meetings to take minutes Tracking actions for Senior Management Team and sending reminders Dealing with confidential information and taking notes at HR / disciplinary meetings Assisting Senior Management Team and Business Support Manager Liaise with Scottish Government and key stakeholders in business Balancing Visa and personal expenses and track invoices against budget set Keep filing (electronic and paper) up to date and archiving when required Proof reading of reports, letters and also monthly magazine before production Advisory role for other PA’s and Administrators and cover Reception when required
Report directly to Senior Vice President & Corporate Treasurer and Vice President of Financial Planning Diary management for SVP and VP Coding invoices and balancing Visa statements for card holders within team Dealing with opening and closing bank account paperwork and liaising with the banks and resort staff on any changes that are required Assisting treasury with admin and data input on Treasura system Creating daily wire transfers and book transfers and obtaining approval Liaising with banks on administrative and banking queries Booking travel and accommodation for business trips and monitoring budgets. Typing letters, reports, minutes, dealing with mail, faxes, scanning, filing and archiving.
Reporting directly to Project Director Inputting time and expenses for a project and overseeing that all rates and time is in the correct place. Collating time from other Scott Wilson disciplines as well as railways in order to send an application for payment to the client. Working with 11 disciplines on Jamaica Project - Communication and setting deadlines necessary. Travel to Turkey to coordinate project submission and meet deadline. Strict deadlines set by the client each month which needs to be adhered to. I set deadline for Scott Wilson people in order to meet my deadline Book all travel and accommodation for projects and monitor costs. Look after the paperwork for certain projects – need to be in correct order for audit purposes – and complete correct Management system forms. Any other project related business
Reporting Directly to Project Director, looking after Unit of 19 individuals. Looking after all flights, accommodation, risk assessments, visa requirements etc for international projects division. Monitoring costs within budgets set. Attending meetings, preparing and distributing minutes for attendees Diary management for Director and Senior Engineers Commercial Management Purchase Order processing and collating receipts for Visa Bills. General administration duties, typing, minute taking, filing etc. Maintaining holiday leave, processing all timesheets and any overtime due for unit. Managing job and work stages in Progression ensuring correct people are booking to job and correct rate is set up.
Calculate Environment Agency monthly rates using formulas on Excel Spreadsheet and update all jobs with new rates. Process Fee Notes / Credit Notes within Environment Agency guidelines Ensure all fee notes are confirmed by monthly deadline Liaise with credit control for the payments of the invoices and make sure allocated correctly. Deal with any queries on payments or on any Environment Agency account.