Melinda Pianese
Project Co-ordinator, Office Manager, Bid/Tender Manager
Dainfern, Fourways,Gauteng
Summary
Able to deal with large volumes of work under pressure; Championing and maintaining the professional image of the company at all times by establishing trust and generating positive response/sentiment for the business; Excellent interpersonal skills that is paramount to ensure that stakeholders are able to trust you and be open and honest about their issues; Excellent report writing skills; Exceptional stress management ability to cope with unusually tight tender or delivery deadlines, including inflexible project plans; Good understanding of team dynamics and the ability to be an effective team player; Impeccably honest, trustworthy and reliable; Outstanding leadership abilities to manage and motivate a project team to ensure successful project delivery; Penchant for detail, with a systematic, accurate and a positive approach to performing duties; Possesses strong conceptual skills, able to think strategically and deliver excellence in execution at the same time; Proactive and have initiative; Requisite leadership abilities to manage, control and motivate a project team to ensure successful project delivery – often under tight timelines; Strong analytical, investigative and reporting skills; Strong organisational skills to keep track of project plans, deliverables, costs and deadlines; and Systematic, accurate and a positive approach to performing duties.
Experienced Office Management and Administration Professional experienced optimising productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organisational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
39
39
years of professional experience
1
1
year of post-secondary education
Work History
Office Manager
Vani Chetty Competition Law Pty Ltd
Sandton, Johannesburg
01.2018 - 04.2024
- Managing all aspects of the office, including but not limited to: maintaining staff leave records, preparing invoices to clients, setting up of Microsoft Teams or Zoom meetings with clients, liaising directly with clients relating to information required and/or information to be clarified;
- Preparing and maintaining DealMakers quarterly submissions. Ensuring the firm is in the top 5 legal advisors for mergers and acquisitions in the country annually.
- Reviewing of sale agreements received;
- Drafting and finalising of checklists of information required from both acquiring firm(s) and target firm(s) in relation to each specific transaction;
- Working according to specified deadlines as contain in the sale agreements relating to conditions precedent;
- Drafting of various Competition Commission merger filing forms and documents;
- Drafting of report on assessment of competitive conditions in the relevant market(s) including market share calculations;
- Conducting research on overlapping properties and/or products and services pertaining to the parties;
- Drafting emails containing first drafts of merger filing documents to both parties;
- Collating and indexing of signed merger documents received from parties to the transaction in electronic form;
- Revising of schedules with comments received from parties to the transaction;
- Effectively manage electronic submissions of merger filing to the Competition Commission and Competition Tribunal.
- Attention to detail;
- Ability to take initiative and maintain the highest of work standards, while remaining results driven and working well under pressure;
- Strong analytical skills;
- Ability to self-regulate;
- Excellent communication skills (both verbal and written);
- Ability to work remotely as a member of a team. I have worked remotely during the Covid pandemic for a substantial number of months.
Project Coordinator / Business Development Manager (Tenders/Proposals)
Mazars Gauteng (now Forvis Mazars)
Melrose Estate, Johannesburg
04.2015 - 12.2017
- After taking over the role and responsibility to build up the tender management capability, function and competence within Mazars.
- Analysing the requirements within the Request for Proposal;
- Compile PowerPoint presentations for prospective clients in various industry sectors;
- Complete commercial documentation;
- Coordinate different internal stakeholders and respond to all tenders in a timely and accurate manner;
- Create the internal processes, with respective project manager, from tender detection till tender evaluation and completion;
- Currently rolling out tender templates nationally and to a few African based offices;
- Define and document the internal processes needed to guide the various proposals and tender specifications, e.g. Internal Audit, ICT Audit, Forensics, External Audit, Due Diligence, Tax, etc.;
- Define the tender team outputs, competencies and capabilities;
- Define and then refine the processes of pre/ tender and post customer interaction;
- Designing a solution that meets these requirements;
- Develop, lead, inspire and guide our tender team;
- Developing a compelling proposal that will meet the requirements and stand out from other bids;
- Enhance existing processes regarding published tenders and the means to respond to them;
- Ensure independent conflict checks are completed/signed and forwarded to Risk Management;
- Ensuring all statutory documentation i.e. Tax Clearance, BEE, Municipal Accounts, AFS, COIDA etc. are up-to-date;
- Managing the staff that will write the tender;
- Minimising risk and maximising the impact of the tender;
- Obtain bid deposits for sourcing of tenders;
- Obtain signoff of tender documentation, managing deadlines, kick-off sessions, monitoring lead notifications and distribute internally, liaise with service lines, co-ordinate and manage internally as well as nationally;
- Prepare Report to Board on BD Departments progress;
- Producing a pricing structure that will win the bid as well as produce a profit by the end of the project;
- QA tender responses i.e. Technical/Functional and Pricing submissions;
- Registration of all Mazars entities on the National Treasury Central Data Base;
- Report to management on a monthly basis – tenders that were successful, lost, deferred, etc., and extract lessons learnt therefrom;
- Setup template tender responses;
- Sticking to tight deadlines;
- Submitting tender responses;
- Formulating unusual tender requirements;
- Updating and monitoring the Project Finance Pipeline;
- Updating, monitoring and provide reports on Independent Conflict Checks;
- Updating, monitoring of the Sales Funnel.
Project Coordinator
Mazars Johannesburg
Melrose Estate, Johannesburg
04.2013 - 03.2015
- Assistance on multi-disciplinary tenders (shortlisted on SARB, Telkom and SARS awarded). This equates to 3 out four multi-disciplinary tenders that I had been involved with that we were awarded or were shortlisted for.
- Event Management for the office (client events). Includes invitations, branding, photography, setup, hosting of event, post-event follow-up and related administration. Prepare and send out invitations, monitor RSVP’s, monitor unsubscribes, printing of packs for presentation, binding of packs, setting up venue and marketing materials, preparation and printing of name tags, evaluation forms, attendance register, flowers, liaise with speakers, hosting of event with the hotel, invoicing, payment of deposits, etc. Events include – Integrated Reporting; Budget Review, Golf Day (arrange entire day), French Bee, IIA Exhibitions and Top Business Women in South Africa Breakfast.
- Planning, execution and branding of Exhibition Stands at Events and Workshops.
- Manage the use and implementation of the Mazars brand with respect to artwork, branded items, client materials / invites, signage, etc., for all Johannesburg events.
- Corporate communications and marketing administration of all Johannesburg events (quotations, invoices, updating of budget spread sheets, filing and general administration).
- Other – meet deadlines and be meticulous.
- CQS - Client Liaison Company Secretarial Projects (SecWare system with CQS).
- Ad Hoc Projects (Policies & Procedures templates, Research).
- Drafting of Brochures i.e. IA, Accounting & Outsourced Services.
- Shortlisting Presentations.
- Forensic – proposals/tenders and PowerPoint presentations.
- PIE – taking and typing up of PIE meeting minutes.
- Client Service Surveys (CVent Online System) once audits are completed.
- Tax – typing up of opinions from dictation or handwritten notes, assistance with billing/work in progress “WIP” and tax proposals.
- Kept projects on schedule by managing deadlines and adjusting workflows.
Executive PA, Administration and Office Manager
ORCA / Len Konar and Associates / PKF
Parktown And Sandton, Johannesburg
10.2001 - 03.2013
- My Office Manager role was to provide administrative, proposal (both tender and corporate) support, diary management, ad hoc research and in providing clear channels of communication with all professional relationships within and outside the company.
- Source new proposals on a daily basis;
- Collate all research and documentation;
- Attend briefing sessions where necessary;
- Ensure documentation reaches potential new client timeously;
- Inform management of proposal in order to prepare bid document;
- Follow-up on all proposals submitted and inform management of progress.
- Managed and mentored a tender team of 5 staff;
- Define tender layout and requirements;
- Attend briefing sessions (where necessary and provide comprehensive feedback);
- Ensure all statutory and requisite documents are contained in proposals;
- Collate and compile tender for delivery;
- Prepare presentations where we have been shortlisted – if required.
- A very good eye for detail with a systematic approach to work;
- Ability to work under pressure in a busy office environment;
- Management of the Chairman’s diary and appointments (Board, Audit Committee, etc);
- Chairman’s right hand in managing output, workflow and office deadlines;
- Take and relay accurate and timely messages from telephone callers, and answer/solve queries where possible;
- Collect and open all mail addressed to the Chairman;
- Draft, type and dispatch all the Chairman’s correspondence;
- Liaise with relevant individuals, external organisations, etc., to arrange meetings, prepare agendas and draft minutes;
- Maintain a comprehensive filing system;
- Co-ordinate Chairman’s travel;
- Tabulate and retrieve Chairman’s official expenditures and claims;
- Some research, media relations and promotional work;
- Undertake any other duties as requested by the Chairman.
Administrative Assistant
Setpoint Industrial Technologies
Sandton, Johannesburg
01.1996 - 01.2000
- I was involved in the Y2k project for 49 divisions, alongside the Group Financial Director Roy Midlane (also assisted when his executive personal assistant was on annual leave).
- Assistance to the Mergers & Acquisitions Director Tony Dreisenstock with various tasks.
- Involvement in the investigation of member of staff who was implicated in fraudulent activities within the company who was convicted and sentenced to a jail term of eight years.
Technical and Training (External Audit)
PKF Chartered Accountants
Parktown, Johannesburg
02.1990 - 12.1995
- Balance sheet typist, promoted to Personal Assistant to the Technical and Training Director (Annelise Cilliers)
- Monitor and update the Audit Manual
- Preparation of all Audit Forms used
- Arrange all audit training and training material for: Audit 1, 2, 3 and Manager Training Courses)
- Attendance at training courses
- Reconciliation of all fees per training course
- Costs aligned to budget
Balance Sheet Typist
Nexia Levitt Kirson
Orange Grove, Johannesburg
01.1987 - 01.1995
- Balance Sheet Typist
- General Office Duties
- Relief Reception
- Organised and prioritised proofreading, spell checking, document filing and data entry.
- Improved department workflow through consistent completion of assigned tasks within given deadlines.
Stud Section
National Horse Racing Authority
Turffontein, Johannesburg
01.1985 - 10.1985
- Attended yearling sales Verification of horses markings before they could be sold
- Administration and registration of horses to stud
- Research and preparation of Stud Book published in 1985 (every 5 years).
- Proven ability to learn quickly and adapt to new situations.
- Skilled at working independently and collaboratively in a team environment.
Education
High School Diploma -
Forest High School
Forest Hill, Johannesburg, South Africa 01.1984 - 11.1984
Skills
Proficient in Microsoft Windows
Proficient in Microsoft Word
Excel proficiency
Database management using Microsoft Access
Proficient in Microsoft Outlook
PowerPoint proficiency
Experienced in creating diagrams with Microsoft Visio
Experienced with E-Sec
Experience with Maconomy
Confident decision-making
Enthusiastic approach
Strong interpersonal communication
Collaborative team member
Analytical problem solving
Effective time organization
Effective under pressure
Adaptability to change
Receptive to feedback
Dedicated professional attitude
Effective project coordination skills
Project coordination
Analytical problem-solving
Effective time management
Effective team leadership
Team coordination
Detail-oriented
Workload management
Flexible and adaptable
Attention to detail
Decision-making
Data collection
Performance monitoring
Personnel management
Critical thinking
Compelling presentation creation
Spreadsheet tracking
Multiple priorities management
Budget coordination
Stakeholder relationship management
Deadline adherence
Task delegation
Multi-operations management
Training and development
Conflict resolution
Good judgment
Status reporting
Budget preparation
Event planning and execution
Research
Proposal development
Accomplishments
- Essential Leadership, Administration and Management Skills for Administrative Professionals (NQF 5), Genesis Training and Development Solutions, 10/01/10
- Winning Tenders 2012 Seminar, LexisNexis Professional, 01/01/12
- Written a Tender Manual, 01/01/12
- Introduction to Management, Mazars, 01/01/16
- Conducting an Issue Based Risk Assessment, LabourNet, 07/13/16
Timeline
Office Manager
Vani Chetty Competition Law Pty Ltd
01.2018 - 04.2024
Project Coordinator / Business Development Manager (Tenders/Proposals)
Mazars Gauteng (now Forvis Mazars)
04.2015 - 12.2017
Project Coordinator
Mazars Johannesburg
04.2013 - 03.2015
Executive PA, Administration and Office Manager
ORCA / Len Konar and Associates / PKF
10.2001 - 03.2013
Administrative Assistant
Setpoint Industrial Technologies
01.1996 - 01.2000
Technical and Training (External Audit)
PKF Chartered Accountants
02.1990 - 12.1995
Balance Sheet Typist
Nexia Levitt Kirson
01.1987 - 01.1995
Stud Section
National Horse Racing Authority
01.1985 - 10.1985
High School Diploma -
Forest High School
01.1984 - 11.1984