Executive, Tender, Contract

6 days ago

Petaling Jaya, Selangor, Malaysia Uzma Group Full time

Job Responsibilities

  • Coordinate, prepare and compile bid submission documents in relation to tendering activities (ITB/RFI/RFQ/MS/PRE-Q)
  • Review tender document, issuance of tender matrix and editable version
  • Ensure that tender submissions are standardized in terms of format, font, logo, etc. and in line with clients tender requirements
  • Coordinate client's bid requirements within the various departments such as admin, QA/QC, HSE, Engineering, Finance, etc.
  • Ensure that Uzma's bid clarifications are raised well in time to get better clarity on bid submission
  • Coordinate tender committee sittings with tender committee members and project teams
  • Monitor and ensure that tender submission due dates are strictly adhered to including the checking, binding, packing and preparation of outgoing submissions
  • Ensure all tender/RFI/RFQ/MS/ technical clarification must be submitted within the stipulated time
  • Ensure all tender documentations updated in server
  • Ensure online portal for tender submission are accessible and updated (Smart by GEP, Ariba, Sapura, PLMS, Emptoris etc)
  • To process LOA and Contract documents for review / signature / stamping
  • To process & update all licenses related request – Petronas, CIDB, MOF, Petros and any other licenses
  • Maintain continuous readiness for licensing requirements by ensuring timely renewals and full regulatory compliance.
  • Ensure accurate and timely updates of operational dashboards (e.g., Tender Tracker, LOA/Contract Tracker, License Renewal Tracker, BG Tracker) to improve transparency, streamline workflows and reduce duplication of work.
  • Maintain proper filing systems for tenders, contracts and compliance documents.
  • Ensure all documentation is stored according to company standards.
  • Provide administrative assistance to the Assistant Manager and HOD as required.
  • Follow up with internal and external stakeholders on pending items.

Job Requirements

  • Diploma or Bachelor's degree in Business Administration, Engineering or related field.
  • Minimum 2–3 years of experience in administrative, tendering, or contract-related roles preferably in oil & gas.
  • Strong organisational and document control skills.
  • Proficiency in MS Office and SharePoint.
  • Attention to detail in document preparation.
  • Deadline-oriented with strong follow-up skills.
  • Team player with good communication skills.
  • Proactive and responsible in task completion.

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