Mary Nicolas

- Strong understanding of UAE authority approval processes and documentation standards. - Proficiency in document control platforms (e.g., SAP, Aconex, Procore) - Provided high-level executive support to the CEO, General Manager, and Division Manager, including calendar management, high-level correspondence, travel logistics, and acting as Substitute Executive Secretary to ensure smooth leadership operations. - Led document control activities using Aconex, managing confidential contracts, project documentation, and approval workflows, ensuring compliance with client and consultant requirements while reducing document turnaround time. - Coordinated construction-related marketing efforts by assisting in the creation of company profiles, capability statements, project portfolios, and branded proposal documents to support business development and tender submissions. - Assisted in the preparation of technical proposals, BOQs, and bid submissions for high-value construction and engineering projects in both government and private sectors, contributing to a 30% increase in timely, high-quality proposals. - Monitored UAE tender portals daily and maintained a centralized tracker of inquiries, accelerating the bid response process and enhancing strategic decision-making. - Prepared compliance reports (PPM and DEWA) in coordination with engineering teams, ensuring accurate reporting and full adherence to regulatory deadlines. - Managed job numbers, invoicing, and financial records using SAP, supporting integration with payroll, billing, and financial policies. - Drafted and maintained marketing collateral such as promotional material for industry trade shows, and client presentations tailored to the construction sector. - Handled petty cash, verified timecards, and supported payroll processing, while also managing travel arrangements and logistics for executives and staff.

- Established and maintained an organized filing system for both hard and soft copies of project documents, streamlining document retrieval and improving team productivity. - Facilitated end-to-end document control processes, ensuring timely submission of reports, transmittals, and approval requests, achieving 100% compliance with client and consultant deadlines. - Streamlined communication processes by drafting and managing professional correspondence for consultants, clients, and subcontractors, reducing response time and improving project efficiency. - Implemented standardized document control procedures, managing transmittals, submittals, and logs, ensuring accurate tracking and seamless document flow across all project phases. - Collaborated with engineering teams to align document submission schedules, reducing revision cycles and improving approval turnaround, ensuring timely project progression. - Prepared comprehensive meeting minutes during client and subcontractor coordination meetings, enhancing follow-through and decision-making with clear, actionable project records. - Maintained documentation for multiple projects, adapting to shifting priorities, ensuring alignment with client expectations and keeping projects on track.

- Streamlined customer and supplier communication by preparing accurate delivery orders, invoices, quotations, and inquiries, improving order processing speed and reducing response time by 20%. - Improved office efficiency by organizing and maintaining a systematic filing system, enhancing document retrieval speed and ensuring 100% accuracy for administrative records. - Coordinated complex travel arrangements for executives, preparing itineraries and maintaining travel records, ensuring smooth, cost-effective travel logistics for business trips.