We are seeking a highly organized and proactive Executive Secretary – Tendering Specialist Coordinator to support our tendering and procurement processes. This role combines administrative expertise with specialized knowledge in managing tender documents, coordinating with stakeholders, and ensuring smooth operations throughout the tendering cycle. The ideal candidate will have strong multitasking abilities, excellent communication skills, and a solid understanding of tendering procedures in the industry.
| Salary | Market Competitive |
| Experience | 2 years |
| Location | Kuwait |
| Qualification | Bachelor’s degree in business, Engineering or similar. |
| Posted | 10 November 2024 |
| Job Type | Full-Time |
| Posted by | Habeebi Recruiter |
| last date to apply | apply within 15 days |
Key Responsibilities
1. Managing Tender Documentation
The Executive Secretary – Tendering Specialist Coordinator will be responsible for preparing, reviewing, and organizing all tender documents. This includes collecting relevant data, compiling technical and commercial proposals, and ensuring all documentation is accurate and compliant with the requirements set by clients and regulatory bodies. The Coordinator will also manage document control, keeping records of all submissions and updates throughout the tendering process.
2. Coordinating Tender Processes
This role involves coordinating the entire tendering process, from the initial request for proposal (RFP) to the final submission. The Coordinator will liaise with internal departments, such as procurement, sales, and legal, to gather necessary information and ensure all deadlines are met. They will also communicate with clients, suppliers, and subcontractors to clarify requirements and address any inquiries related to the tenders.
3. Supporting Senior Management
The Executive Secretary aspect of this role involves providing high-level administrative support to senior management, including scheduling meetings, preparing reports, and handling correspondence. The Coordinator will assist with diary management, travel arrangements, and organizing internal meetings. By maintaining efficient communication and handling various administrative tasks, the Coordinator ensures senior management can focus on strategic decision-making.
4. Tender Evaluation and Analysis
The Coordinator will participate in the evaluation of tender proposals, analyzing bids for compliance with technical specifications, pricing, and overall feasibility. This involves working with the evaluation team to assess the strengths and weaknesses of each bid and providing recommendations based on a detailed review. The Coordinator will help identify potential risks and opportunities to optimize the tender process and improve the chances of winning contracts.
5. Maintaining Tender Databases and Records
An essential part of this role is maintaining an up-to-date database of all tenders, including ongoing, submitted, and awarded projects. The Coordinator will keep records of tender submissions, client communications, and feedback to ensure comprehensive tracking and reporting. This organized approach allows for better analysis of past performance and helps refine future tender strategies.
6. Ensuring Compliance and Adherence to Procedures
The Executive Secretary – Tendering Specialist Coordinator will ensure that all tendering activities comply with industry regulations, company policies, and client requirements. This involves checking for accuracy, completeness, and adherence to legal and financial guidelines before submitting documents. The Coordinator will also monitor changes in tender regulations and keep the team informed of any updates affecting the submission process.
Qualifications and Skills
- Bachelor’s degree in Business Administration, Procurement, or a related field.
- Proven experience as an Executive Secretary, Tender Coordinator, or similar role.
- Strong understanding of tendering procedures, RFPs, and contract management.
- Excellent organizational, time management, and multitasking skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and tender management software.
- Strong written and verbal communication skills in English.
- Attention to detail and ability to work under tight deadlines.
- Experience in coordinating with cross-functional teams and managing multiple projects simultaneously.
Working Conditions
The role of Executive Secretary – Tendering Specialist Coordinator typically involves working in an office environment, with standard working hours. However, occasional overtime may be required to meet tight deadlines during peak tendering periods. The position demands a high level of accuracy, attention to detail, and the ability to handle confidential information. The Coordinator must be proactive, organized, and capable of managing multiple tasks in a fast-paced setting, contributing to the smooth execution of tendering and administrative functions.
How to apply:
Send your updated resume to our email:
Email: servicecokwt@gmail.com