Documentation Support Specialist

About the role

Mimai's tender management practice delivers competitive proposals for European Commission procurement and international development clients — under pressure, on time, every time.

We're hiring someone to keep documents, files and communications under control across multiple concurrent bids. You'll work under the tender lead, handling document formatting, file organisation, deadline tracking and inbox management. This is not a writing role on day one — it's the foundation for one.

What you'll do

• format Word documents to strict specifications: styles, section breaks, headers/footers, page numbering, page limits
• build and maintain clear file and folder structures across concurrent bids — naming conventions, version control, shared drive hygiene
• manage a high-volume inbox: triage, flag, follow up, chase inputs from contributors without being asked twice
• update and maintain Excel trackers (budgets, timelines, compliance checklists)
• track deadlines across multiple bids in parallel and flag risk early
• conduct desk research on procurement documents, policy and sector context
• run pre-submission compliance checks

What we need

• advanced Word: styles, templates, track changes, section breaks, headers/footers, page numbering, tables
• solid Excel: formulas, data tables, formatting
• meticulous attention to detail — non-negotiable for compliance-heavy documents
• fluent written English (B2 minimum)
• ability to manage multiple deadlines without losing track
• demonstrated proactivity — flags issues before being asked to