TENDER ADMINISTRATION EXECUTIVE

Job Summary

The Tender Administration Executive is responsible for managing the end-to-end tender and Request for Quotation (RFQ) process, ensuring all submissions are accurate, compliant, and submitted within deadlines. The role requires close coordination with internal departments and suppliers to support successful tender participation and maintain proper documentation and reporting.

Job Responsibilities

1. Review tender and Request for Quotation (RFQ) documents, specifications, eligibility criteria, and submission requirements to ensure full compliance with client requirements.

2. Monitor procurement portals and online tender platforms daily to identify new tender and RFQ opportunities.

3. Maintain and update tender/RFQ records, including opportunity tracking, submission status, and follow-up actions using Google Sheets or the company's tracking system.

4. Source quotations from suppliers and compare pricing, product specifications, catalogues, certifications, and other supporting documents.

5. Prepare complete technical and commercial tender/RFQ submissions, including pricing schedules, costing, product information, and all required supporting documentation.

6. Coordinate with Procurement, Finance, Sales, Project teams, and suppliers to obtain the necessary information and documentation for tender submissions.

7. Verify that all required forms, declarations, certificates, and supporting documents are complete, accurate, and comply with client requirements.

8. Submit tenders and RFQs through the relevant procurement portals or submission channels within the specified deadlines.

9. Conduct final quality checks to ensure all tender submissions are complete, compliant, and free from errors before submission.

10. Support post-award activities by preparing required documentation and coordinating project handover to the relevant departments.

11. Maintain organized records of tender submissions, correspondence, contracts, and supporting documents for future reference and audit purposes.

12. Prepare tender reports and analyse submission performance, award rates, and tender outcomes to support continuous improvement.

13. Assist in maintaining company registrations, supplier profiles, and pre-qualification documents on procurement portals as required.

14. Perform any other duties assigned by management related to tender administration, procurement support, and business development activities.

Job Requirements

• Diploma or Bachelor's Degree in Business Administration, Procurement, Supply Chain Management, Engineering, or a related field.
• Minimum 1–3 years of experience in tender administration, procurement, contract administration, or a similar role.
• Experience with government or private procurement portals is an added advantage.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint) and Google Workspace.
• Strong attention to detail with excellent organizational and document management skills.
• Able to manage multiple tenders simultaneously while meeting tight deadlines.
• Good communication and coordination skills with internal departments and external suppliers.
• Analytical and problem-solving skills with the ability to work independently and as part of a team.
• High level of integrity, accuracy, and commitment to confidentiality.

Key Competencies

• Tender & RFQ Administration
• Documentation Management
• Procurement Coordination
• Vendor & Supplier Management
• Cost Comparison & Analysis
• Time Management
• Attention to Detail
• Communication & Coordination
• Compliance Management
• Report Preparation & Data Analysis

Job Types: Full-time, Permanent, Contract

Pay: RM2,500.00 - RM3,000.00 per month

Benefits:

• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development

Application Question(s):

• Expected Salary ?
• Notice Period ?
• Basic salary current ?

Work Location: In person