Admin Officer

We are seeking a detail-oriented and highly organized Admin Executive to assist in the tender management process for our security services. The successful candidate will be responsible for coordinating, preparing, and submitting tender documents, managing timelines, and ensuring all compliance requirements are met for security-related tenders. The ideal candidate will have a strong administrative background and a good understanding of the tender process, with a keen interest in the security industry.

Responsibilities:

Key Responsibilities:

• Tender Preparation & Submission:

Coordinate the preparation of tender documents for security services, including commercial and technical proposals.

Ensure all required documents, certificates, and compliance requirements are accurately completed and submitted by deadlines.

Review tender specifications and ensure that all technical and commercial terms are aligned with the company's offerings.

Maintain a comprehensive tender database for future reference and tracking.

• Tender Documentation Management:

Ensure all required tender documentation is collected, reviewed, and accurately filed.

Prepare and manage requests for information (RFIs), clarification, and follow-up queries during the tender process.

Liaise with internal teams (security, finance, operations) to gather necessary information for tender submissions.

Maintain and update records of tender results, awarded projects, and feedback.

• Compliance and Documentation Review:

Ensure compliance with all relevant legal, regulatory, and client-specific requirements for security tenders.

Coordinate with legal and compliance teams to ensure all contractual terms and conditions are met and documented.

Check for completeness and accuracy of tender submissions before final submission to clients.

• Communication and Coordination:

Act as the main point of contact for tender-related communication between internal teams, clients, and other stakeholders.

Coordinate with vendors and subcontractors to obtain necessary quotations and supporting documents for tender submissions.

Track the progress of tenders and report to management on deadlines, submissions, and results.

• Market Research & Documentation:

Assist in conducting research and gathering market intelligence to identify potential security tenders and opportunities.

Track and record all new tender announcements relevant to the security services industry in Malaysia.

• Internal Reporting and Documentation:

Prepare internal reports on the status of ongoing and completed tenders.

Assist in the preparation of post-tender analysis and feedback for future improvement in tender processes.

• General Administrative Support:

Provide general administrative support to the tender management team.

Maintain and organize an up-to-date filing system (both electronic and physical) for tender documents.

Manage and order supplies needed for tender preparation and submission.

Qualifications:

• Bachelor's degree in Business Administration, Office Management, or a related field (preferred).

• Proven experience as an administrative or executive assistant.

• Excellent organizational and time management skills.

• Strong attention to detail and accuracy.

• Proficient in using office software (e.g., Microsoft Office Suite, calendar management tools).

• Excellent verbal and written communication skills (in English and Malay Language).

• Ability to handle multiple tasks and prioritize effectively.

• Discretion and professionalism when dealing with confidential information.

• Strong interpersonal skills and ability to work well in a team.

• Proactive problem-solving abilities.

Benefits:

• Working Hours: 9.00 a.m p.m. (Monday - Friday)

• Monitor and laptop provided

• Training provided

• Free lunch (Friday)

• Free Breakfast 3 days a week

• Free flow snacks and coffee

• Hostel provided (for male only)

• Fun & Environment workspace

• Opportunities for career growth

Job Type: Full-time

Benefits:

• Free parking
• Maternity leave
• Meal allowance
• Parental leave

Work Location: In person