Executive Secretary – Tendering Specialist Coordinator Required in Kuwait

We are seeking a highly organized and detail-oriented Executive Secretary – Tendering Specialist Coordinator to support our senior management team and coordinate tendering activities. This dual-role position requires a blend of administrative expertise and specialized skills in handling tender documents and processes. The ideal candidate will be proficient in office management, possess excellent communication abilities, and have experience in preparing and coordinating tender submissions. As an Executive Secretary and Tendering Specialist Coordinator, you will ensure smooth office operations, assist in executive-level tasks, and manage the tendering process effectively.

Key Responsibilities

1. Executive Support and Office Management

• Provide comprehensive administrative support to senior management, including managing calendars, scheduling meetings, and handling correspondence.
• Prepare and organize documents, reports, presentations, and minutes of meetings for executive-level reviews.
• Handle confidential information with discretion, ensuring data privacy and security at all times.
• Coordinate travel arrangements, appointments, and logistical needs for senior executives.
• Act as a liaison between executives and internal/external stakeholders, ensuring clear and effective communication.

2. Tender Document Preparation and Coordination

• Manage the end-to-end tendering process, including the identification of tender opportunities, document preparation, submission, and follow-up.
• Coordinate with various departments (e.g., finance, legal, technical) to gather the required information and ensure accurate, timely, and compliant tender submissions.
• Review tender documents, specifications, and requirements to develop comprehensive and competitive bids.
• Prepare and format tender documents, ensuring all necessary details are included and presented professionally.
• Track tender deadlines, manage submission schedules, and ensure timely delivery of all required documents.

3. Bid Analysis and Strategic Input

• Analyze tender requirements and specifications, providing input and recommendations to enhance the competitiveness of proposals.
• Conduct market research and competitor analysis to identify pricing strategies and unique selling points for tender submissions.
• Collaborate with the sales and project teams to gather data and insights needed to prepare compelling bids.
• Assist in the preparation of post-tender presentations, including responses to clarifications and client queries.

4. Database Management and Record Keeping

• Maintain an organized database of tender documents, submissions, and related correspondence for easy access and reference.
• Keep accurate records of all tendering activities, including bid submissions, win/loss ratios, and client feedback.
• Regularly update the tendering calendar and provide status reports to senior management on ongoing and upcoming bids.
• Manage digital and physical filing systems, ensuring proper documentation and compliance with company policies.

5. Client and Vendor Communication

• Establish and maintain strong communication channels with clients, vendors, and external partners during the tendering process.
• Address client inquiries related to tender specifications, timelines, and submission requirements promptly and professionally.
• Coordinate with external vendors and suppliers to gather quotations, specifications, and necessary documentation for bid submissions.
• Facilitate meetings and negotiations between internal stakeholders and clients, ensuring alignment on bid strategies and objectives.

Qualifications and Requirements

• Bachelor’s degree in Business Administration, Management, or a related field.
• Minimum of 5 years of experience in executive secretarial roles, with at least 2 years of experience in tendering or bid coordination.
• Strong knowledge of tendering procedures, documentation requirements, and bid submission processes.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and document management systems.
• Exceptional organizational skills, with the ability to manage multiple tasks and deadlines simultaneously.
• Excellent written and verbal communication skills, with a strong attention to detail.
• Ability to work independently and collaboratively with cross-functional teams.
• Experience in a corporate or project-based environment, preferably within construction, engineering, or related industries.

This role is ideal for a self-motivated and detail-focused professional who thrives in a dynamic environment. If you have strong organizational skills, experience in tendering processes, and the ability to manage executive-level tasks effectively, we encourage you to apply and join our team.

How to apply:

Send your updated resume to our email:

Email:   servicecokwt@gmail.com