AMEY SHAMSUNDER MADYE
Mumbai
Summary
13 years of experience as a “Document Controller” for Business Development & Estimation department handling (Pre-qualification, Proposal /Tendering /Bidding works i.e Submitting Pre-qualification documents to the clients, Preparation of Bid Proposals, Downloading and Printing of RFQs, Preparation of Bid forms, Typing of Bid proposals and submitting to the clients before dead line) for construction projects such as Refineries, Petrochemical, Oil & gas, Power Project, Desalination Plant, Turnaround and Shutdown works etc for clients such as Saudi ARAMCO, SABIC, Saudi Electricity Company, Ma’aden, YASREF, SAMREF, SWCC, KNPC and other International EPC companies (Saipem, Tecnimont, Technip, SIEMENS, Tecnicas Reunidas, Larsen & Tourbo and ROSHN Group etc) Kingdom of Saudi Arabia.
Overview
22
22
years of professional experience
1
1
Certification
Work History
Document Controller
Saudi Arabian Actavo Company Ltd.
Al Khobar
04.2023 - Current
- Company Overview: ACTAVO, Irish Group Company
- Handling activities such as Proposal / Tendering / Bidding & Pre-qualification works
- Preparing & updating of company profile
- Preparing & updating of Company presentation in Power point for the client
- Preparing & updating of Vendor registration / Pre-qualification
- Preparing of Company’s Pre-qualification document as per Client requirement for specific project
- Tender Document Preparation: Issue Solicitation of Interest (SOI), Non-Disclosure Agreement, Invitation to Tender and Regret letters to tenders
- Client Communication: Act as the primary point of contact for client communication during the tender phase
- Clarifications Tracking: Track all requests for clarification (RFCs) received from clients during the tender process
- Document Control: Establish and maintain a centralized system for managing tender documents
- Quality & HSE Assurance: Review tender documents for accuracy, consistency, and compliance
- Post-Award Activities: Assist in the transition from the tender phase to the execution phase upon successful award of the contract
- Downloading of RFQ / Quotation from client web sites
- Uploading / submitting the Proposal / Offer / tender documents to the client portal
- Responsible for maintaining incoming and outgoing documents as per department’s requirements
- Assisting for handing over of final contract documents to Project Department after contract is awarded
- Preparing presentation after project is awarded
- Assist in preparing documents for audits purpose and maintaining records as per ISO 9001 standard format
- Preparing Reports & Presentation to Top level management
- ACTAVO, Irish Group Company
- Responsible for effective implementation of quality, safety and environmental management system
- Reporting to all Business Development staffs and handle confidential information with professionalism
Document Controller
National Contracting Company Ltd.
Al Khobar
10.2011 - 03.2023
- Company Overview: Rezayat Group
- Handling activities such as Proposal / Tendering / Bidding & Pre-qualification works
- Preparing & updating of Vendor Registration
- Preparing & updating of company profile & Presentation
- Coordination with Business Development Department to Purchasing of Tender
- Maintaining Cumulative Proposal Status and Daily email to Key Management Personnel for Status Update
- Distribution of ITB document sections to concerned departments for review, feedback and deliverables
- Responsible for Technical Proposal Preparation as per ITB requirements
- Coordination with Clients for arrangement of Site Visits, pre-bid meetings
- Co-ordination with respective clients especially operating in Oil & Gas sector for submission of Techno-commercial proposal
- Floating technical queries to Clients in coordination with proposal engineers
- Responsible for Technical and Commercial Proposal Compilation of Turnarounds, Brownfield Projects and Manpower Supply bids
- Timely submission of signed and sealed technical and commercial bid proposal ensuring confidentiality
- Develop the overall index of Technical & Commercial Submission
- Ensure compliance to client requirements defined in ITB for Technical and Commercial Submission
- Storage of all Proposal data in Proposal Folder
- Assist in preparing documents for audits purpose and maintaining records as per ISO 9001 standard format
- Create document control and correspondence folders for each multiple simultaneous projects/proposal
- Develop clear and consistent file structures and implement controls to ensure that communication and workflow protocols are easy to follow
- Managing and operating electronic management system (EDMS) for all incoming and outgoing correspondence
- Responsible to archive inactive records in accordance with Company retention schedule
- Rezayat Group
Back Office Executive
Kotak Mahindra Life Insurance Company Ltd.
11.2009 - 08.2011
- Working with Central Processing Center in Policy Servicing Department for Refund of Policy Surrendering Process
- Conducting verification of client details such as Name, address, signature along with insurance policy documents
- Co-coordinating with internal as well as external team to resolve the client query
- Maintaining Month wise tracker for the cases got surrendered on daily basis
- Co-coordinating with the branch executives through mails and calls for any issue
- Doing payout reconciliation on weekly basis to make sure client received the refund within stipulated Turn Around Time
Admin. Assistant
National Contracting Company Ltd.
Qurayyah
07.2007 - 07.2009
- Company Overview: Rezayat Group
- Preparing relevant reports such as Manpower Deployment Schedule & Histogram
- Preparation of monthly Payroll (Time sheet) for Departmental and Hired employees
- Handling of Cash and Preparation of Cash Statement with vouchers
- Certifying of all 'Credit Invoices' and maintaining records of certified invoices
- Correspondence to Head office, Client & Hired Manpower agency through emails & Letters
- Preparation of permanent Client / ARAMCO ID & Temporary Gate Pass for entering inside the plant
- Processing & maintaining records of Leave applications for staff and workers to HO
- Managing maintenance of office Equipment’s and computers
- Obtaining approval from Head Office for Hired Manpower & Equipment
- Maintaining records of hired rates for Equipment & Manpower supply at site
- GOSI registration for employees and necessary follow up whenever an accident occurs
- Assist to corporate HR to conduct Annual appraisal
- Administrates and controls the Staff & Labor camp accommodation
- Rezayat Group
Account Assistant
Providence Software Services Pvt. Ltd.
04.2005 - 06.2007
- Handling US Accounting Activities
- Handling Payroll for US Client
- Preparing Sales tax for US Client
- Working on Quick Books
- Preparing Bank Reconciliation Statement
- Preparing P/L Statement & Balance sheet
- Solving client queries through emails
Audit Executive
Madan Mohan Chaturvedi & Co.
06.2003 - 03.2005
- Company Overview: Chartered Accountant Firm
- Verifying Purchase & Sales Register
- Verification of stock at the end of the financial year
- Verifying Main Cash in Head Office & Petty Cash maintaining in factory
- Verifying Bank Reconciliation Statement & Branch Reconciliation Statement
- Verification of Petty Cash & Bank Payment Voucher
- Verification of Payroll for each month
- Chartered Accountant Firm
Education
Graduate - Commerce
Mumbai University
03.2003
Skills
- Microsoft Office - Excel, Word, Power Point, Outlook and Power BI
- OneDrive
- SAP Ariba
- Adobe Acrobat
- Aconex
- SharePoint
- Citrix
- Azure
Certification
- ISO 9001:2015 Awareness (Quality Management Systems) Training Course.
- Power BI Software training course successfully completed from Microsoft.
- Power BI Beginner to Pro Workshop Certificate with Completion from PRAGMATIC Works.
- SharePoint Techniques for Beginners Certificate of achievement from Mind Luster.
Languages
- English
- Hindi
- Marathi
- Arabic
Personal Information
- Date of Birth: 12/12/81
- Gender: Male
- Marital Status: Married
Addresses
- J/507, J.K. Hill Park, Ganesh Nagar, Near Dhareshwar, Dhayari, Pune, Maharashtra, India
- 1/62, Anand Sangam CHS, Behind Vakola Police STN, Santacruz (E), Mumbai, 55, India
Timeline
Document Controller
Saudi Arabian Actavo Company Ltd.
04.2023 - Current
Document Controller
National Contracting Company Ltd.
10.2011 - 03.2023
Back Office Executive
Kotak Mahindra Life Insurance Company Ltd.
11.2009 - 08.2011
Admin. Assistant
National Contracting Company Ltd.
07.2007 - 07.2009
Account Assistant
Providence Software Services Pvt. Ltd.
04.2005 - 06.2007
Audit Executive
Madan Mohan Chaturvedi & Co.
06.2003 - 03.2005
Graduate - Commerce
Mumbai University
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