Bid & Engagement Admin Specialist

Deloitte; Jakarta Pusat; On-site; IDR 180,000,000 - 300,000,000; Full time

Job summary

Deloitte Southeast Asia in Jakarta, Indonesia, is seeking an SR&T Associate (Bid & Engagement Admin) to provide end-to-end administrative and coordination support for the firm's business operations, especially bid submissions, vendor registration, e-procurement, engagement documentation, and billing.

You will manage tender processes, coordinate with Partners and cross-functional teams, prepare proposals, ensure compliance, maintain records, and support receivables while upholding confidentiality

Qualifications

• Bachelor's Degree in Business Administration, Management, Accounting, Finance or related discipline.
• 3-5 years of relevant administrative, tender coordination or business support experience in consulting firms.
• Good command of written and spoken English.
• Proficient in Microsoft Word, Excel and PowerPoint.
• Strong attention to detail, particularly in bid documentation and compliance checking.
• Good coordination, communication and follow-up skills.
• Able to manage multiple tasks and meet tight submission deadlines.
• Proactive, responsible, meticulous and able to work independently as well as in a team.

Responsibilities

• Provide end-to-end administrative support throughout the tender process, from initial tender invitations and submission preparation through to contract finalisation.
• Monitor tender opportunities and invitations through company’s email and client’s e-Procurement portals, identify relevant opportunities, and promptly communicate them to the respective Partners and stakeholders.
• Coordinate with Partners, engagement teams, Finance, Legal, HR, and other relevant stakeholders to gather the necessary information, documentation, and approvals within tender submission deadlines.
• Provide administrative coordination for proposal preparation, including facilitating internal reviews and obtaining the required approvals.
• Compile, format and quality-check proposals to ensure completeness and compliance with client requirements.
• Manage submission processes and maintain a record of bid opportunities, submissions and outcomes.
• Manage client vendor registration processes, including registering, maintaining, and regularly updating company profiles, credentials, certifications, and other required information in client e-Procurement systems.
• Coordinate internal approvals and follow up on documentation required for client registration purposes.
• Prepare and coordinate invoice issuance based on approved engagement terms and project milestones.
• Liaise with finance and project teams to resolve billing and documentation matters.
• Provide administrative support for outstanding receivables, including preparing payment reminders and coordinating follow-ups with relevant stakeholders.

Job description

Deloitte Southeast Asia in Jakarta, Indonesia, is seeking an SR&T Associate (Bid & Engagement Admin) to provide end-to-end administrative and coordination support for the firm's business operations, especially bid submissions, vendor registration, e-procurement, engagement documentation, and billing.

You will manage tender processes, coordinate with Partners and cross-functional teams, prepare proposals, ensure compliance, maintain records, and support receivables while upholding confidentiality