Tender Admin

Job Summary

The Administrative Assistant (Tender Department) provides administrative and clerical support to the tender and costing team. This role focuses on data entry, documentation, coordination with vendors, and general administrative duties to ensure tender submissions are accurate, timely, and well-organised.

Key Responsibilities

Tender & Costing Support

• Perform data entry of costing figures into standardized tender and costing templates accurately and timely.
• Assist in preparing and compiling tender documents, proposals, and quotations.
• Maintain proper filing and version control of tender documents (softcopy and hardcopy).

Vendor & Quotation Coordination

• Follow up with vendors, suppliers, and subcontractors for quotations, proposals, and supporting documents.
• Track quotation submissions and ensure all required information is received within the specified timeline.
• Organize and update vendor quotation comparison sheets as instructed by the tender team.

Documentation & Printing

• Photocopy, print, scan, and bind tender drawings, specifications, and related documents.
• Assist in arranging tender submissions (physical or electronic) according to client or tender requirements.

Administrative & Coordination Duties

• Coordinate internal administrative tasks related to tender submissions.
• Assist in scheduling meetings, site visits, and submission deadlines when required.
• Support the tender team with general office administration, including document tracking and record keeping.

General Support

• Perform other administrative duties as assigned by the Tender Manager or immediate superior.
• Ensure confidentiality of tender pricing, documents, and company information at all times.

Requirements & Qualifications

• Minimum SPM / Diploma in Business Administration, Office Management, or related field.
• At least 1–2 years of administrative experience, preferably in construction, engineering, or tender-related environment.
• Proficient in Microsoft Excel, Word, and basic office software.
• Ability to handle data entry accurately, especially costing figures.
• Well-organised, detail-oriented, and able to meet tight deadlines.
• Good communication skills and ability to follow up professionally with vendors and internal teams.

Preferred Skills (Added Advantage)

• Experience supporting tender or QS teams.
• Familiarity with construction drawings and tender documentation.
• Ability to work under pressure during peak tender periods.

Key Competencies

• Accuracy & attention to detail
• Time management
• Organizational skills
• Confidentiality & professionalism
• Teamwork and coordination

How to Apply

If you are enthusiastic about supporting a dynamic tender team and meet the qualifications above, we would love to hear from you. Please submit your resume for this "Administrative Assistant – Tender Department Application".

We appreciate all applications, but only shortlisted candidates will be contacted for the next stage of the recruitment process.

Job Type: Contract

Contract length: 12 months

Benefits:

• Opportunities for promotion
• Professional development

Application Question(s):

• Do you have 1–2 years of administrative experience, preferably in construction, engineering, or tender-related roles?
• Have you previously supported a tender or QS team?
• Are you available to work under tight deadlines during peak tender periods?
• Are you willing to work on Saturdays during peak periods if required? (Overtime pay will apply as per company policy)

Work Location: In person