Tender Admin

Critical M&E Engineering; Bayan Lepas; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading engineering firm in Malaysia is seeking an Administrative Assistant for their Tender Department. This role involves supporting the tender and costing team with data entry, document preparation, and vendor coordination to ensure timely and organized tender submissions. Ideal candidates should possess a minimum of an SPM/Diploma, have 1-2 years of relevant experience, and be proficient in Microsoft Office applications. The position demands strong organizational skills and attention to detail, making it essential for meeting tight deadlines.

Qualifications

• 1-2 years of administrative experience, ideally in construction or engineering.
• Ability to handle data entry accurately.
• Well-organised and detail-oriented.

Responsibilities

• Perform data entry of costing figures accurately and timely.
• Assist in preparing and compiling tender documents and proposals.
• Organise and maintain proper filing and version control.

Skills

Proficient in Microsoft Excel

Proficient in Microsoft Word

Good communication skills

Attention to detail

Education

Minimum SPM / Diploma in Business Administration

Job description

Administrative Assistant (Tender Department)

The Administrative Assistant (Tender Department) provides administrative and clerical support to the tender and costing team. This role focuses on data entry, documentation, coordination with vendors, and general administrative duties to ensure tender submissions are accurate, timely, and well‑organised.

Key Responsibilities

• Perform data entry of costing figures into standardised tender and costing templates accurately and timely.
• Assist in preparing and compiling tender documents, proposals, and quotations.
• Maintain proper filing and version control of tender documents (softcopy and hardcopy).
• Follow up with vendors, suppliers, and subcontractors for quotations, proposals, and supporting documents.
• Track quotation submissions and ensure all required information is received within the specified timeline.
• Organise and update vendor quotation comparison sheets as instructed by the tender team.

Documentation & Printing

• Photocopy, print, scan, and bind tender drawings, specifications, and related documents.
• Assist in arranging tender submissions (physical or electronic) according to client or tender requirements.

Administrative & Coordination Duties

• Coordinate internal administrative tasks related to tender submissions.
• Assist in scheduling meetings, site visits, and submission deadlines when required.
• Support the tender team with general office administration, including document tracking and record keeping.

General Support

• Perform other administrative duties as assigned by the Tender Manager or immediate superior.
• Ensure confidentiality of tender pricing, documents, and company information at all times.

Requirements & Qualifications

• Minimum SPM / Diploma in Business Administration, Office Management, or related field.
• At least 1–2 years of administrative experience, preferably in construction, engineering, or tender‑related environment.
• Proficient in Microsoft Excel, Word, and basic office software.
• Ability to handle data entry accurately, especially costing figures.
• Well‑organised, detail‑oriented, and able to meet tight deadlines.
• Good communication skills and ability to follow up professionally with vendors and internal teams.

Preferred Skills (Added Advantage)

• Experience supporting tender or QS teams.
• Familiarity with construction drawings and tender documentation.
• Ability to work under pressure during peak tender periods.