Job Summary:
The Tender & Quotation Coordinator is responsible for managing the end-to-end process of tender submissions and client quotations. This role involves compiling documentation, coordinating with internal departments, and ensuring timely, accurate, and compliant submissions. The ideal candidate will have strong organizational skills, attention to detail, and the ability to work under tight deadlines in a fast-paced environment.
Key Responsibilities:
Tender Submission & Documentation
- Download and review tender notices and documents from relevant platforms or clients.
- Prepare general submission documents, including business licenses, financial statements, company profiles, and other administrative requirements.
- Coordinate with internal teams (e.g., Quantity Surveyors, Engineers, Procurement) for technical and pricing inputs.
- Compile and organize full tender packages in accordance with tender specifications and deadlines.
- Submit tenders (online or physical submission) in the required format and within stipulated timeframes.
Quotation Management
- Prepare and submit quotations in response to client enquiries or internal requests.
- Liaise with suppliers, subcontractors, and internal departments to gather cost and technical data for pricing.
- Ensure that all quotations are accurate, competitive, and aligned with client requirements.
Follow-Up & Coordination
- Track and follow up on the status of submitted tenders and quotations.
- Liaise with clients, consultants, and other stakeholders for clarifications or updates on submissions.
- Maintain a clear communication flow between all involved parties throughout the tender/quotation lifecycle.
Administrative Support & Record Keeping
- Maintain a centralized database of all tenders and quotations submitted.
- Organize and archive all tender-related documents for future reference and audits.
- Prepare periodic reports on submission outcomes, success rates, and pipeline tracking.
Requirements:
Qualifications:
- Diploma or Bachelor's degree in Business Administration, Engineering, Quantity Surveying, or a related field.
- Additional certifications in contracts or procurement are an advantage.
Experience:
- 1–3 years of experience in a similar role, preferably in construction, engineering, or related industries.
Skills:
- Strong coordination and organizational skills.
- Good understanding of tender processes and documentation requirements.
- Excellent written and verbal communication skills.
- Proficient in MS Office (Word, Excel, Outlook); experience with tender portals is a plus.
- Able to multitask, prioritize, and meet tight deadlines.
Preferred Attributes:
- Attention to detail and commitment to quality.
- Proactive and self-motivated.
- Strong team player with a collaborative mindset.