TENDER - CONTRACTS EXECUTIVE

Sobena Offshore Inc Sdn Bhd; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Sobena Offshore Inc Sdn Bhd is seeking a detailed-oriented Tender & Contracts Coordinator in Malaysia to support bidding, contracting and project coordination. You will ensure submissions comply with HSE, QA/QC, and commercial requirements while coordinating with internal teams and external parties.

Responsibilities include preparing tenders and quotes, maintaining registers, coordinating with Operations, Technical, HSE and Finance, tracking milestones, and providing ongoing post-award contract

Qualifications

• Bachelor’s Degree in Sales & Marketing, Engineering, Business or a related discipline.
• Minimum 3 years of relevant working experience in tenders, contracts, sales support, project coordination or a related field.
• Prior experience in oil & gas, offshore, engineering or manufacturing environments will be an added advantage.

Responsibilities

• Assist in tender, proposal and commercial quotation preparation and submission.
• Coordinate with Operations, Technical, HSE and Finance to identify risks.
• Follow up on POs and ensure communication of awarded contracts.
• Provide technical and commercial support to Tenders & Contracts.
• Liaise with vendors and freight forwarders on logistics and documentation.

Skills

Verbal & written English

Interpersonal skills

Stakeholder management

Analytical thinking

MS Office

Contract administration

Tendering processes

Multitasking

Education

Bachelor’s Degree in Sales & Marketing, Engineering, Business or a related discipline

Job description

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This position is responsible for supporting the Tenders & Contracts Department in the preparation, coordination, administration and execution of tenders, quotations and contracts. The role ensures that all submissions and contractual obligations are completed accurately, in compliance with HSE, QA/QC, commercial and statutory requirements while coordinating closely with internal stakeholders and external parties.

• Assist in the preparation, review and submission of tenders, proposals and commercial quotations in accordance with company policies, HSE, QA/QC standards and contractual requirements.
• Ensure that all tender documents are complete, accurate, compliant, properly authorized and submitted within stipulated deadlines.
• Maintain and update tender and quotation registers on a monthly basis.

1. Coordinate with Operations, Technical, HSE, Finance and other relevant departments to:

• Identify contractual, commercial, operational, and financial risks.
• Ensure risk mitigation measures are defined and incorporated prior to tender submission, contract award and during project execution.
• Support contract administration activities post-award, including monitoring of contractual obligations and deliverables.

Purchase Order & Project Coordination

1. Follow up on outstanding Purchase Orders (POs) and ensure timely closure.

2. Coordinate with Operations and Technical teams to ensure awarded POs and contracts are communicated to all relevant stakeholders prior to commencement of work or production.

3. Monitor and follow up on ongoing projects and jobs involving Kemaman and Labuan plants, ensuring alignment with contractual timelines and requirements.

Client & Market Support

1. Assist in market surveys, screening exercises and commercial inquiries received from existing or potential clients.

2. Follow up on marketing visits, proposals and client communications.

3. Provide after-sales support and act as a liaison between clients and internal departments to meet objectives related to quality, delivery schedules, inventory arrangements and continuous improvement.

Technical & Commercial Support

1. Provide technical and commercial support to the Tenders & Contracts Department and other departments as required.

2. Prepare and submit royalty reports to licensors in a timely and accurate manner.

1. Support ad-hoc assignments, including sourcing or outsourcing materials from suppliers.

2. Liaise with vendors, suppliers and freight forwarders on logistics, delivery arrangements and documentation as required.

3. Perform other duties and responsibilities as assigned by Management from time to time.

Qualification Required/Related Experience

• Bachelor’s Degree in Sales & Marketing, Engineering, Business or a related discipline.
• Minimum 3 years of relevant working experience in tenders, contracts, sales support, project coordination or a related field.
• Prior experience in oil & gas, offshore, engineering or manufacturing environments will be an added advantage.

Specific Knowledge /Skills

• Strong verbal and written communication skills in English.
• Good interpersonal, coordination and stakeholder management skills.
• Strong analytical, organizational and problem-solving abilities.
• Sound knowledge of Microsoft Office applications.
• Basic understanding of commercial terms, contract administration and tendering processes is desirable.
• Ability to work independently, manage multiple tasks and meet tight deadlines in a fast-paced environment.