RATIKA ARORA

Team Admin

• Aided colleagues, managers and customers through regular communication and assistance.
• Tender Submissions ; Work with GM - Remedial to ensure client focused approach to submissions.
• Coordinate and be responsible to produce quality submissions (including Bids, tenders and EOIs) within required timeframe;
• Edit content provided by others to meet company standards for submission documents;
• Work with graphic designer to ensure designs for submissions are client focused and work together cohesively with content
• Be responsible for sourcing information, production, maintenance and library management of project profiles, personnel CV’s and other standard documents used in client submissions;
• Proof-reading to produce accurate and high-quality work;
• Provide guidance to team members to ensure positive approach by team assembling submission.
• Assist with collation and creation of Operation Maintenance Manuals (OMM) Design including ordering OMM folders, creating OMM dividers
• Collate information from active projects for Weekly Reports and issue out to respective clients/relevant personnel.
• Creation of Job Numbers including setting up electronic folder in Job Cards
• Construction Job Set-up including creation of physical folders, site signage etc. as required by Construction Manager Remedial
• Drafting scopes of works and tender packages to accompany request for quotations issued to subcontractors
• Managing review process to ensure award of all subcontracts within required timeframe and budget
• Minimise subcontractor variation claims
• Assisting with procurement and award of Works Packages, updating and maintaining various registers, administration of securities, distributing contractual correspondence
• Administering subcontracts and supply agreements including payments, variations, final claims etc
• Interpreting specifications and drawings so as to understand scope of works for project at Head Contract and Sub contract level
• Checking compliance and preparing reporting on commercial performance of contract
• Routinely performing project financial reviews to include analysis of budgets, cost / revenue, cost to complete, variations, progress and contractual claims and other indicators
• Assisting senior project staff with internal and external monthly financial reports
• Maintain high level of accuracy in preparation of all documents as most will carry very high level of importance contractually or for client relations.
• Ensure all Client letter content is proofread and accurate.
• Ability to create/design documents for presentations.
• Ability to create automated template.
• Liaise with other divisions of company for diary and general co-ordination.
• Train other secretarial staff in administration tasks.
• Other general office duties as required (including but not limited to assisting other departments with secretarial/administration requirements).
• Assist GM Remedial and Construction Manager Remedial with diary, email management, meeting preparation documents and other duties as required.
• Ensure Remedial database is maintained and up to date which involves dealing with all departments of organisation to gather information for input into database.
• Copy and distribute all correspondence and other documentation as required.
• Administration filing – electronic and hard copies.
• Take minutes of meetings and prepare agenda.
• Assist with tender preparation as required.
• On behalf of GM - Remedial and Construction Manager - Remedial follow up actions, reports or other activities as required.

Junior Contracts Admin

• Support Project Managers
• Raising of Purchase Orders and updating of Project BoMs
• Support with administration of contract variations management
• Assist with review and approval of Subcontractor Payment Claims, review hours and expenses claimed in accordance with their Subcontract allowances
• Liaise with discipline to establish Subcontractor on site requirements

• Revolve around managing and distributing information within an office
• In charge of sending and receiving correspondence, greeting clients and customers
• Organize and schedule appointments
• Write and distribute email, scanning workday to day basis
• Order of office supplies and research new deals and suppliers
• Submit and reconcile expense reports
• Provide general support to visitors
• Acting as the point of contact between the executives and internal or external colleagues
• Organizing meetings and booking meeting rooms
• Handling correspondence directed to managers
• Making travel arrangements and detailed travel itineraries
• Taking dictation and minutes and writing them up subsequently
• Producing reports and presentations
• Maintaining the current ling and database system, and looking for ways to improve current systems
• Organized and coordinated conferences and monthly meetings.
• Responded to emails and other correspondence to facilitate communication and enhance business processes.
• Processed travel expenses and reimbursements for executive team and senior management group.

• Digitizing the company's records
• Fine up meetings with the clients
• Preparing and managing the client list and nature of engagements
• Maintaining and reporting the Receivables to the Director
• Following up with the team members and capturing updates
• Documenting and filling various records of the company
• Managing relationship with the suppliers
• Daily basis amenities
• Daily case related queries
• Maintaining data base of the cases

• Assist in Business Development
• Identify and shortlist prospective clients
• Prepare meeting backups, including company and the people profile
• Assist in developing sales and market pitches
• Arrange the meetings for India Partner
• Follow up after the meeting
• Part of the team to do dipstick market evaluation studies
• Objectively map deem and supply gap and understand the product need
• Administrative
• Head of Admin for jog Capital and jog Sports
• Takecareofallofficeadminrequirementsincludinghiringtherequisitepeople,keepingtabontheiractivities and performances
• Managing meeting requests for team and scheduling in line with importance
• Ensuring team members are prepared for meetings and that commitments are followed up and completed in a timely manner
• Proactively anticipating and managing all travel
• Secretarial
• Maintain calendar of the India partner
• Hotel reservations and Air Ticketing
• Prepare MIS statements for the monthly board meetings
• Booking and scheduling meetings, managing multiple diaries for the team where necessary
• Maintaining ling systems - hard-copy, electronic and any archiving
• Handling telephone inquiries and redirecting and/or taking messages
• Document production using templates, formatting and word processing
• Review and processing of department invoices ensuring coded correctly through their systems

• Organize conferences and events
• Attend routine meeting on behalf of the CEO if he is not available and apprise him subsequently
• Diary Management
• Proven experience in an Executive Assistant capacity and ideally supporting C-suite level
• Proficiency with Microsoft Office suite of programs
• Ability to work independently to achieve goals and objectives
• Maintain calendar and arrange meetings