Executive Secretary – Tendering Specialist Coordinator Required in Kuwait

We are seeking an experienced and highly organized Executive Secretary – Tendering Specialist Coordinator to join our team. This position plays a critical role in supporting the tendering process, coordinating activities, and ensuring efficient and effective communication within the team. The ideal candidate will have experience in managing administrative tasks, preparing tender documents, and working closely with various stakeholders to ensure timely submission of bids. The Executive Secretary – Tendering Specialist Coordinator will be an essential point of contact for the tendering process, from initial document preparation to submission.

Responsibilities

1. Tender Preparation and Coordination

• Assist in the preparation of tender documents, including gathering relevant information, verifying compliance with tender requirements, and ensuring all necessary documents are included.
• Coordinate with various departments to collect and review technical, financial, and legal information needed for tender submissions.
• Ensure that all tender submissions are completed on time and meet the required standards and specifications.
• Review and update tender documents, including proposals, pricing, and terms and conditions, ensuring that they are accurate and complete.

2. Tendering Process Management

• Act as the primary point of contact for all aspects of the tendering process, maintaining regular communication with internal teams, external clients, and stakeholders.
• Track the status of tender submissions and ensure deadlines are met for all tenders in progress.
• Organize meetings, conference calls, and communications to discuss ongoing tenders, clarifications, and updates.
• Maintain a detailed log of all tenders, including deadlines, requirements, and progress reports.

3. Document Control and Record Keeping

• Maintain organized records of all tender documentation, ensuring that files are up-to-date, properly labeled, and accessible.
• Ensure that all tender-related documents are stored securely and in compliance with company policies and legal requirements.
• Track and update records on the status of each tender, including submitted tenders, pending proposals, and awarded contracts.
• Prepare and submit post-tender documentation, such as bid evaluations and contract award reports.

4. Communication and Stakeholder Engagement

• Facilitate communication between various internal teams, including technical, legal, and finance departments, to gather required information for tender submissions.
• Liaise with clients, suppliers, and other external stakeholders to ensure the smooth execution of the tender process.
• Respond to any inquiries related to tender submissions, clarifications, and additional information requests.
• Provide assistance and support during pre-bid meetings, presentations, and negotiations.

5. Administrative Support

• Provide high-level administrative support to senior management and the tendering team, including scheduling meetings, managing correspondence, and handling travel arrangements.
• Prepare and maintain reports, presentations, and other materials related to tender submissions and ongoing projects.
• Assist with the preparation of progress updates for senior management and ensure that timelines and milestones are adhered to.

Qualifications

• A Bachelor’s degree in Business Administration, Engineering, or a related field.
• Proven experience in a similar role, preferably in tendering, procurement, or project management.
• Strong knowledge of tendering processes, regulations, and documentation.
• Excellent organizational and time-management skills, with the ability to handle multiple tasks simultaneously.
• Exceptional attention to detail and the ability to maintain accuracy under tight deadlines.
• Strong communication skills, both written and verbal, with the ability to interact with internal and external stakeholders at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with tendering software or document management systems.
• Ability to work independently and as part of a team in a fast-paced environment.
• A proactive and solution-oriented approach to problem-solving.

As the Executive Secretary – Tendering Specialist Coordinator, you will play an essential role in the tendering process, ensuring all aspects of document preparation, communication, and submission are handled efficiently and accurately. If you are an organized, detail-oriented individual with a strong background in tender coordination, we invite you to apply for this exciting position.

How to apply:

Send your updated resume to our email:

Email:   servicecokwt@gmail.com