Tender Coordinator

PT Egis International Indonesia; Jakarta Selatan; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading international consultancy in Jakarta is seeking a Tender Coordinator to provide essential administrative support for tenders and business development. The role involves managing tender documentation, coordinating with stakeholders, and ensuring compliance with client requirements. Ideal candidates should have strong communication skills in English and Indonesian, with 5-10 years of administrative experience, preferably in a tender environment. Applicants should also possess a Bachelor's degree and proficiency in MS Office.

Qualifications

• 5-10 years of administrative experience, preferably in a Business Development or Tender department.
• Experience with tender documentation and processes especially for IFI Tender.
• Ability to handle multiple priorities.

Responsibilities

• Monitor and follow up on project forecasts and tender advertisements.
• Handle data entry tasks and maintain up-to-date records.
• Prepare, compile and submit the EOI & tender documents.

Skills

Excellent written and verbal communication skills in English & Indonesian

Strong organizational and time-management skills

Attention to detail and accuracy

Proficiency in Microsoft Office Suite

Education

Bachelor’s degree in business administration or a related field

Tools

Microsoft Office Suite

Document management tools

Job description

We are seeking an organized and efficient Tender Coordinator to join our Regional Tender Unit team in Egis’ Jakarta Office. In this role, you will provide crucial coordination and administrative support to our Business Development and Tendering Department, ensuring smooth operations and contributing to the success of our bidding processes. This role focuses on managing administrative tasks related to our tender processes, ensuring smooth coordination and efficient workflow.

KEY RESPONSIBILITY

Tender Coordination

Upstream Business Intelligence: Monitor and follow up on project forecasts and tender advertisements through regular client and information website searches. Gather, purchase and share to relevant stakeholders the EOI/RFP documentation.

Commercial Data Entry: Handle data entry tasks and maintain up-to-date records in commercial databases and maintain the centralized bid register to track ongoing and past bids.

Third Party Due Diligence:request and search information to analyze third-party risk under the management of the Regional Ethics & Compliance Manager.

Participate in Business Development Meetings, take notes, and follow up on actions with Business Developers and Country Managers.

As part of the Bid Team, under the leadership of the Bid Manager and alongside the Proposal Engineer, showcase Egis's qualifications in Expressions of Interest and prepare winning Technical and Commercial Proposals as part of the Bid Team:

Administers the EOI/tender process, including recording correspondences and letters, Tender documentation and management approvals records.

Along with the Proposal Engineer, review the client’s requirements, establish the document preparation tracker, noting all requirements, formats and documentation necessary. Ensure all tasks are correctly assigned with a clear deadline and update the tracker progress regularly.

Be responsible for the marketing and administrative part of the proposal, ensuring documents meet client and Egis quality standards.

Interact and coordinate with internal (HR, Ethics & Compliance, Legal, Tax & Finance, ESG) or external partners to obtain the requested information.

Plan formatting, publishing, and printing requirements. Act as a timekeeper to ensure deadlines are met.

Prepare, compile and submit the EOI & tender documents, ensuring accuracy and completeness.

Assist in the preparation of client presentations based on submitted proposal.

Regional Administrative Support

CVDatabase Administration and Validation: Transfer existing Egis staff CVs and Freelance network on the CV database.

Reference Database Management and Validation: Transfer completed project references to the Reference Database,ensure data accuracy and validate the project references with Project Managers.

Knowledge Management:Compile submitted content for easy reuse such as Marketing or Technical Methodology Content.

WHAT WE NEED FROM YOU

Bachelor’s degree in business administration, or a related field (preferred).

Excellent written and verbal communication skills in English & Indonesian (mandatory).

5-10 years of administrative experience, preferably in a Business Development or Tender department.

Knowledge of business development environment (preferred).

Experience with tender documentation and processes especially for IFI Tender (preferred).

Experience with Indonesia tender systems (preferred).

Experience with International Financial Institutions (World Bank, Asia Development Bank, etc) (preferred)

Strong organizational and time-management skills, with the ability to handle multiple priorities.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and document management tools.

Keen attention to detail and accuracy in document preparation.

Demonstrated time management skills and ability to meet deadlines.

Experience with data entry and database management.

Efficient filing and record-keeping skills.

Ability to work independently and as part of a team.

Professional demeanor and strong interpersonal skills.

Adaptability and willingness to learn new skills and processes.

What's your expected monthly basic salary?

Which of the following types of qualifications do you have?

How many years' experience do you have as a Tender Coordinator?

How much notice are you required to give your current employer?

Egis, is a French consulting and engineering group working in the fields of transport, urban development, construction, industry, water, environment, mining and energy. It is also actively involved in project financing, turnkey-contract projects and facility operations.

With 12,000 employees and a turnover of 1 billion USD in 2012, the group is active in over 100 countries through country subsidiaries and project sites and holds about 50 offices in France.

In Indonesia, Egis (formerly Bceom and Sofreavia) has acquired 30 years of experience in the fields of transport (roads, rails, ports, airports, etc.), water (drinking water, sewerage/sanitation, resource management, river hydraulics, etc.), environment, energy as well as economic and institutional consultancy.

Through its local subsidiary Egis Indonesia, Egis gathers teams of Indonesian and international experts (engineers, technicians, economists, financial, legal or institutional experts) to provide to public or private clients a full range of services all along complex projects : planning, feasibility, preliminary and final design studies, works supervision, impact assessments, technical assistance, audits, etc...

Egis Indonesia portofolio also includes projects funded by the multilateral and bilateral International Financing Institutions (World Bank, Asian Development Bank, JICA, Agence Française de Développement, etc.).

Egis, is a French consulting and engineering group working in the fields of transport, urban development, construction, industry, water, environment, mining and energy. It is also actively involved in project financing, turnkey-contract projects and facility operations.

With 12,000 employees and a turnover of 1 billion USD in 2012, the group is active in over 100 countries through country subsidiaries and project sites and holds about 50 offices in France.

In Indonesia, Egis (formerly Bceom and Sofreavia) has acquired 30 years of experience in the fields of transport (roads, rails, ports, airports, etc.), water (drinking water, sewerage/sanitation, resource management, river hydraulics, etc.), environment, energy as well as economic and institutional consultancy.

Through its local subsidiary Egis Indonesia, Egis gathers teams of Indonesian and international experts (engineers, technicians, economists, financial, legal or institutional experts) to provide to public or private clients a full range of services all along complex projects : planning, feasibility, preliminary and final design studies, works supervision, impact assessments, technical assistance, audits, etc...

Egis Indonesia portofolio also includes projects funded by the multilateral and bilateral International Financing Institutions (World Bank, Asian Development Bank, JICA, Agence Française de Développement, etc.).