Job Description

Job Title: Tender Preparing Secretary

Job Summary: The Tender Preparing Secretary is responsible for providing comprehensive administrative support in preparing and submitting tenders. This role involves meticulous attention to detail, strong organizational skills, and the ability to coordinate effectively with various departments to ensure all tender documents are accurate and submitted on time.

Key Responsibilities:

•Tender Document Preparation:•

• Compile and prepare tender documents as per the client's requirements.
• Ensure all documents are accurate, well-organized, and adhere to company standards.
• Maintain an updated database of all tender documentation, including templates, checklists, and reference materials.

•Coordination and Communication:•

• Liaise with different departments to gather necessary information for tender submissions.
• Coordinate with project managers, legal advisors, and other stakeholders to ensure the completeness and compliance of tender documents.
• Communicate with clients and vendors to clarify tender requirements and obtain necessary information.

•Deadline Management:•

• Monitor tender submission deadlines and ensure all tender documents are submitted on time.
• Track the status of submitted tenders and follow up on pending submissions.

•Administrative Support:•

• Schedule and organize meetings related to tender preparation.
• Prepare minutes of meetings and distribute to relevant parties.
• Handle correspondence related to tenders, including emails and phone calls.

•Document Management:•

• Maintain a systematic filing system for all tender documents, both electronic and hard copies.
• Ensure confidentiality and security of all tender documents.

•Quality Control:•

• Proofread and edit tender documents to ensure accuracy and consistency.
• Verify that all tender documents comply with legal and regulatory requirements.

•Reporting:•

• Prepare regular reports on tender activities, including status updates and outcomes.
• Provide management with insights and recommendations based on tender performance analysis.

Skills and Qualifications:

•Education:•

• Bachelor's degree in Business Administration, Management, or a related field.

•Experience:•

• Proven experience as a Tender Preparing Secretary or in a similar administrative role.
• Experience in the facilities management or construction industry is a plus.

•Technical Skills:•

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with tender management software and electronic tender submission platforms.

Key Competencies:

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy.
• Ability to work under pressure and meet tight deadlines.
• Strong interpersonal skills and the ability to work effectively in a team.
• Proactive approach and the ability to anticipate needs and solve problems.

Additional Requirements:

• Ability to handle sensitive information with confidentiality.
• Strong understanding of tender processes and procedures.
• Willingness to work extended hours when necessary to meet tender deadlines.

Working Conditions:

• This role typically operates in an office environment.

Language:

• Arabic
• English

Job Types: Full-time, Permanent

Pay: AED4,000.00 - AED5,000.00 per month

Experience:

• Relevant Medical Waste/ Facility Management Tendering: 2 years (Preferred)