Bids & Tenders Admin Coordinator

Air Charter Service; Mumbai City; On-site; INR 300,000 - 700,000; Full time

Benefits offered by this job

Free breakfast in onsite canteen

Continued professional development

Private healthcare

Pension plan

22 days holiday per year

10 days Indian Public holiday

Regular company-funded social events

Job summary

An exciting opportunity awaits as a Contracts Coordinator in a leading aviation brokerage firm. You will play a crucial role in the Bids department, managing contract administration and ensuring smooth workflow. This position involves liaising with various departments, preparing RFPs, and maintaining an organized information library. The company fosters a vibrant work culture with professional development opportunities and regular social events. If you are detail-oriented, possess strong communication skills, and thrive in a dynamic environment, this role is perfect for you to grow your career in the aviation industry.

Qualifications

• Prior experience with contract administration and document management.
• Outstanding written and verbal communication skills are essential.

Responsibilities

• Manage contract administration and workflow for the Bids department.
• Coordinate with Legal and Compliance for contract obligations.
• Handle vendor onboarding and maintain accurate information.

Skills

Contract Administration

Document Management

Legal Understanding

Inter-departmental Communication

Attention to Detail

Time Management

Organizational Skills

MS Office Proficiency

Communication Skills

Education

Bachelor's Degree

Tools

SAPAriba

eBuy

GeM

eProcurement

Job description

Air Charter Service are the number one aviation broker globally. Having started in the basement of our Chairman’s home, we now employ over 600 people across the globe and provide brokering services to our Cargo; Commercial and Private Jet clients.

We have an exciting opportunity for an experienced contract administrator to join our Bids department.

Supporting the Bids & Tenders Team, you will be responsible for mainly contract administration, from creation of new standard contracts, implementing and tracking. This is very much a lynchpin role for the department organising the workflow for the team and ensuring the department works smoothly.

Job Description

LIFE AS A CONTRACTS COORDINATOR

• Vendor On-boarding - registering new clients, ensuring all correct information and documentation is required.
• Assist in the preparation, submission, record-keeping of Request for Proposals (RFP), Invitation to Tenders (ITT) and Bids (government and non-governmental).
• Co-ordinating with various departments (such as Legal, Compliance and individual brokers).
• Checking terms and conditions to ensure all relevant information is completed, signed and filed correctly.
• Ensuring that the information library of information is accurate and kept up to date at all times.
• General Administrative Tasks / diary management for team / chasing signatories / DocuSign / formatting / stationery etc.
• First port of call for incoming enquiries.
• Checking the departments inbox – organising and checking team workload.
• Reading through Bid documentation and assisting Bid Manager with any administrative tasks connected to this.
• Liaising with Legal to discuss any Legal obligations that might be asked.
• Liaising with Compliance to discuss any obligations we may need to fulfil.
  
  

Qualifications

THE PERSON

• Manage time efficiently as there will be deadline-driven submissions.
• Maintain effective inter-departmental communications.
• Prior experience with contract administration and document management.
• Familiar with reading and understanding legal contracts.
• Familiarity with portals such as SAPAriba, eBuy, Bidding Source, GeM, eProcurement and tendering processes of private organisations.
• Outstanding written and verbal communication skills.
• Excellent attention to detail and strong organisational skills.
• Self-motivated with an eagerness to learn.
• Ability to have a commercial outlook.
• Ability to work independently, while also collaborating with teams internal to / outside of ACS.
• Resilient with the ability to think out-of-the-box.
• Personal values are aligned to ACS and our mission to deliver beyond expectations.
• Proficient in MS Office packages.
  
  

Additional Information

WHAT IS IN IT FOR YOU

• Free breakfast in our onsite canteen.
• Continued professional development.
• Private healthcare and pension.
• 22 days holiday per year which increases with length of service.
• 10 days Indian Public holiday in a year.
• A friendly fun and very exciting environment enhanced with regular company-funded social events such as socials and seasonal parties.

Diversity and Inclusion

Here at ACS we're passionate about bringing people together to create a truly inclusive environment that promotes and values diversity, across our global network of offices.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Legal
• Industries: Airlines and Aviation