CONTRACT & PROPOSAL EXECUTIVE

Private Advertiser; Kuala Lumpur; On-site; MYR 50,000 - 84,000; Full time

Job summary

Private Advertiser in Kuala Lumpur is seeking a proactive Contract & Proposal Executive to support the Trading Department in preparing quotations, tenders and contract documents. You will coordinate with customers, suppliers and internal teams to ensure accurate submissions, competitive pricing and timely order fulfilment.

The role requires a Diploma or Bachelor's degree in a related field and 2–5 years of experience in proposals, tendering or sales coordination; familiarity with ERP/CRM systems

Qualifications

• Diploma or Bachelor's Degree in Mechanical Engineering, Electrical Engineering, Business Administration, Supply Chain Management or a related field.
• 2–5 years of relevant experience in technical proposals, tendering, quotations, contract administration or sales coordination.
• Experience in Oil & Gas, engineering trading, industrial equipment supply or procurement is highly preferred.
• Familiarity with bearings, pumps, valves, motors, electrical components or mechanical spare parts is an advantage.
• Good understanding of RFQs, tender documentation, costing, pricing, margin calculations and purchase order coordination.
• Proficient in Microsoft Excel, Word and PowerPoint; experience with ERP, CRM or quotation systems is an advantage.
• Strong attention to detail, communication, coordination and time management skills.
• Able to manage multiple assignments, meet deadlines and work independently.
• Good written and spoken English.

Responsibilities

• Prepare quotations, technical and commercial proposals, tender submissions and contract documentation.
• Review RFQs, ITTs, BOQs, technical specifications and customer requirements to ensure complete and timely submissions.
• Evaluate product specifications, datasheets and engineering documents for bearings, mechanical parts, electrical components and industrial spare parts.
• Source and compare supplier quotations, prices, lead times and commercial terms.
• Prepare costing sheets, calculate selling prices and profit margins, and support supplier negotiations.
• Coordinate purchase orders, supplier confirmations, delivery schedules and order fulfilment.
• Follow up on customer enquiries, quotations, tenders and pending orders.
• Liaise with customers, suppliers, logistics providers and internal teams regarding technical clarifications and delivery updates.
• Maintain accurate records, quotation and order trackers, tender documents and periodic departmental reports.
• Support product sourcing, alternative supplier identification and inside sales activities where required.

Skills

Attention to detail

Coordination

Multi-tasking

English proficiency

Education

Diploma or Bachelor's Degree

Tools

ERP systems

CRM systems

Job description

We are seeking a proactive and detail-oriented Contract & Proposal Executive to support our Trading Department in preparing quotations, technical and commercial proposals, tender submissions, costing and contract documentation. The successful candidate will coordinate with customers, suppliers and internal teams to ensure accurate submissions, competitive pricing and timely order fulfilment.

Key responsibilities

• Prepare quotations, technical and commercial proposals, tender submissions and contract documentation.
• Review RFQs, ITTs, BOQs, technical specifications and customer requirements to ensure complete and timely submissions.
• Evaluate product specifications, datasheets and engineering documents for bearings, mechanical parts, electrical components and industrial spare parts.
• Source and compare supplier quotations, prices, lead times and commercial terms.
• Prepare costing sheets, calculate selling prices and profit margins, and support supplier negotiations.
• Coordinate purchase orders, supplier confirmations, delivery schedules and order fulfilment.
• Follow up on customer enquiries, quotations, tenders and pending orders.
• Liaise with customers, suppliers, logistics providers and internal teams regarding technical clarifications and delivery updates.
• Maintain accurate records, quotation and order trackers, tender documents and periodic departmental reports.
• Support product sourcing, alternative supplier identification and inside sales activities where required.

About you

• Diploma or Bachelor's Degree in Mechanical Engineering, Electrical Engineering, Business Administration, Supply Chain Management or a related field.
• 2–5 years of relevant experience in technical proposals, tendering, quotations, contract administration or sales coordination.
• Experience in Oil & Gas, engineering trading, industrial equipment supply or procurement is highly preferred.
• Familiarity with bearings, pumps, valves, motors, electrical components or mechanical spare parts is an advantage.
• Good understanding of RFQs, tender documentation, costing, pricing, margin calculations and purchase order coordination.
• Proficient in Microsoft Excel, Word and PowerPoint; experience with ERP, CRM or quotation systems is an advantage.
• Strong attention to detail, communication, coordination and time management skills.
• Able to manage multiple assignments, meet deadlines and work independently.
• Good written and spoken English.

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• How many years' experience do you have as a Proposal Executive?
• Which of the following types of qualifications do you have?
• How many years of experience do you have in the Oil and Gas Industry?
• How many years' experience do you have as a Quotation Executive?