Bid Specialist

TrustDecision; Kuala Lumpur; On-site; MYR 120,000 - 180,000; Full time

Job summary

TrustDecision is seeking a bid management professional in Malaysia to take ownership of RFP/RFQ responses and lead the preparation of technical and commercial tender submissions. You will ensure bilingual (English & Chinese) documentation reflects the company's strengths and aligns with customer needs.

The role requires coordinating with Pre-sales, Delivery, Product, Legal, and R&D teams, and maintaining a knowledge base of tender materials in English and Chinese.

Qualifications

• Fluency in Mandarin Chinese and English is required.
• Ability to independently prepare professional business proposals and deliver presentations in both languages.
• Proficiency in Bahasa Melayu is a strong advantage.

Responsibilities

• Take full ownership of responses to RFPs and RFQs.
• Lead preparation of technical proposals, implementation plans, and post-sales support proposals.
• Produce high-quality, bilingual tender documents in English and Chinese.
• Coordinate cross-functional tender processes with Pre-sales, Delivery, Product, Legal, and R&D.
• Build and maintain bilingual tender knowledge base and materials.
• Support administrative tasks related to tenders and expense management if needed.

Education

Bachelor's degree or above in Computer Science, Information Technology, Business Administration, or a related discipline.

Tools

Microsoft Office 365

PowerPoint

Job description

Responsibilities

• Take full ownership of responses to RFPs (Request for Proposal) and RFQs (Request for Quotation).
• Lead the preparation of technical proposals, implementation plans, and post-sales support proposals, ensuring solutions effectively demonstrate the company's technical strengths while addressing customers' business challenges.
• Produce high-quality, customer-focused tender documents in both English and Chinese.

Commercial Proposal & Compliance

• Prepare the commercial section of tender submissions, including company qualification documents and required corporate information.
• Coordinate internal quotation and approval processes, ensuring compliance with company policies and governance requirements.
• Ensure all tender documents comply with local regulations as well as internal legal and compliance standards.

Cross-functional Coordination

• Serve as the central coordinator throughout the tender process, working closely with Pre-sales, Delivery, Product, Legal, and R&D teams.
• Collect, consolidate, and validate technical specifications, certifications, supporting documents, and customer case studies to ensure timely and accurate bid submission.

Tender Process Management

• Support tender bond applications and manage submissions through electronic procurement platforms (e.g., e-Perolehan).
• Prepare presentation materials for bid presentations and coordinate on-site proposal presentations when required.

Knowledge Base Management

• Build and maintain the company's tender knowledge repository, including standardized bilingual (English & Chinese) materials such as:
• Corporate certifications
• Product brochures and white papers

Secondary Responsibilities (10%): Administrative Support

• Expense Management
• Support overseas teams with local expense reimbursement submissions and coordinate with the Group Finance team.
• Asset Management
• Maintain inventory records for overseas IT assets (e.g., laptops, monitors) and general office equipment, including asset registration, allocation, and periodic inventory checks.

Qualifications

Education

• Bachelor's degree or above in Computer Science, Information Technology, Business Administration, or a related discipline.

Language Skills

• Fluency in Mandarin Chinese and English is required.
• Ability to independently prepare professional business proposals and deliver presentations in both languages.
• Proficiency in Bahasa Melayu is a strong advantage.

Experience

• 3–5 years of experience in bid management, tender management, or pre-sales support within the Technology, Internet, or SaaS industry.
• Experience participating in government or large enterprise IT procurement projects is preferred.
• Demonstrated experience in successfully winning IT projects with a contract value exceeding MYR 500,000 is highly preferred.

Required Skills

Professional Skills

• Good understanding of the SaaS business model, cloud computing (AWS, Microsoft Azure, Alibaba Cloud), cybersecurity, and data privacy regulations (e.g., Malaysia PDPA).
• Proficient in Microsoft Office 365, particularly:
• Advanced Excel for commercial quotations and pricing models
• PowerPoint for professional proposal and presentation design
• Strong project management skills with the ability to manage multiple priorities and deliver under tight deadlines.

Preferred Skills

Other Requirements

• Detail-oriented with excellent time management skills and a strong sense of confidentiality.
• Malaysian citizen, holder of a valid Malaysian work permit, or eligible to obtain an Employment Pass (EP).