Admin & Tender Executive

1.Job Responsibilities1. AdministrationHandle day-to-day office administration and routine office activities.

• Maintain office records, documents, files and registers.
• Coordinate with vendors, suppliers and internal departments.
• Manage office stationery, inventory and other administrative requirements.
• Handle emails, telephone calls and general correspondence.
• Maintain employee attendance and other administrative records, as required.

2. Tender ManagementSearch and identify relevant tenders on government and private tender portals.

• Review tender documents, eligibility criteria, terms and conditions, and submission deadlines.
• Prepare tender documents, quotations, technical bids and commercial bids.
• Coordinate with the accounts, technical and sales teams to collect the required documents.
• Arrange EMD, tender fees, bank guarantees and other tender-related requirements, as applicable.
• Upload and submit tenders online within the specified deadlines.
• Maintain tender records, submission details, acknowledgements and status reports.
• Follow up on tender results, purchase orders and work orders.
• Ensure all tender submissions comply with the specified requirements.

3. Documentation & CoordinationMaintain proper documentation and filing systems.

• Prepare reports, letters, quotations and other official documents.
• Track important deadlines and ensure timely completion of assigned tasks.
• Coordinate with government departments, clients, vendors and other stakeholders.
• Required SkillsGood knowledge of MS Office, especially Excel, Word and Outlook.
• Knowledge of online tender portals such as GeM and CPPP/e-Procurement portals is preferred.
• Good communication, coordination and documentation skills.
• Strong attention to detail and time management.
• Ability to handle multiple tasks and meet deadlines.
• Knowledge of tender documentation and online bid submission procedures.
• Key ResponsibilitiesEnsure smooth office administration.
• Submit accurate and complete tenders within deadlines.
• Maintain proper records and documentation.
• Coordinate effectively with internal teams and external parties.

Preferred Candidate: A proactive, organized and detail-oriented candidate with good administrative and tender-handling skills.