Tender Executive

ELSA; Kuala Lumpur; On-site; MYR 60,000 - 100,000; Full time

Job summary

ELSA in Kuala Lumpur seeks a Tender Executive to manage end-to-end tendering activities, ensuring compliant, timely bid submissions. You will coordinate inputs from Engineering, Commercial, and Finance, maintain documentation, and support pricing and cost estimation efforts.

The role requires 5–7 years of tendering experience, strong coordination skills, and proficiency with project tools such as Monday.com. 12-month contract, on-site at the Kuala Lumpur Office.

Qualifications

• 5–7 years of relevant experience in tendering, contracts, estimating or related functions.
• Experience in end-to-end tender coordination and techno-commercial bid preparation.
• Strong understanding of cost estimation, pricing, and tender submission processes.

Responsibilities

• Understand ITB requirements and ensure compliance with tender procedures.
• Coordinate inputs from Engineering, PMT, SCM, QAQC, HSE, Commercial, and Finance.
• Track tender progress, timelines, and approvals; flag any slippage.
• Maintain audit-ready tender documentation and submission records.
• Coordinate internal reviews and ensure final submission readiness.
• Prepare tender plan, kick-off, and submission cut-off timelines.
• Manage clarification/deviation logs and client clarifications responses.
• Consolidate pricing inputs and ensure alignment between scope and pricing.
• Support ATS approval and handover with full traceability.

Skills

Tender coordination

Commercial awareness

Cost estimation

Pricing consolidation

Stakeholder coordination

Tools

Monday.com

Job description

Position: Tender Executive

Contract: 12 months

Work Location: Kuala Lumpur Office

Job Purpose:

To manage and coordinate end-to-end tendering activities in compliance with company procedures and governance requirements, ensuring timely, accurate, and techno-commercially sound bid submissions.

Key Accountabilities –

NON-COMMERCIAL STREAM

• Understand the ITB requirements.
• Ensure full compliance with tender procedures and LOA approvals.
• Track tender progress, approvals, timelines, and flag any slippage.
• Maintain complete and audit-ready documentation for all submissions.
• Support opportunity registration and Bid/No-Bid process.
• Manage approval workflow and maintain tender records.
• Ensure all data is updated in Monday.com.
• Organize tender kick-off and prepare tender plan.
• Maintain deliverables register and track action closure.
• Issue MOM with clear responsibilities and timelines.
• Coordinate inputs from Engineering, PMT, SCM, QAQC, HSE, Commercial, and Finance.
• Ensure timely and accurate information flow between stakeholders.
• Maintain clarification/deviation log.
• Tracking clarifications and bulletins issuance as well as responses.
• Ensure submissions are complete, structured, and traceable.
• Control document versions and safeguard confidential information.
• Coordinate internal reviews (technical, commercial, management).
• Track comments and ensure closure before submission.
• Ensure final submission checklist and QA review is completed before submissionn
• Establish and control submission cut-off / freeze timeline with commercial team.
• Minimize rework through proper coordination and completeness.
• Compile and submit complete and compliant tender package.
• Ensure submission format and requirements are met (non-commercial).
• Coordinate client clarifications and manage response tracking.
• Track changes and ensure re-approval process is followed.
• Support smooth handover with full documentation and traceability.

COMMERCIAL STREAM

• Ensure full compliance with tender procedures and LOA approvals.
• Compile scope understanding and coordinate all commercial inputs.
• Consolidate pricing inputs from Engineering, SCM, and Estimator.
• Ensure alignment between scope, assumptions, exclusions, and pricing.
• Prepare and develop detailed cost estimates (material, manpower, equipment, subcontract).
• Build cost estimates aligned to scope and execution methodology.
• Verify completeness of cost elements (no omission or duplication).
• Ensure Accuracy of quantities, rates, and norms
• Ensure Realistic and defensible cost assumptions
• Develop and support pricing strategy (competitive positioning, margin, risk balance)
• Perform sanity checks using benchmarks / past projects / market inputs
• Consolidate final pricing and ensure consistency across all submission documents.
• Support pricing validation and Approval to Tender Submission (ATS).
• Ensure alignment between estimate, pricing summary, and final offer.
• Ensure final pricing is signed off and aligned before ATS approval
• Identify and highlight cost risks, uncertainties, and key pricing drivers.
• Maintain: Assumptions & exclusions log, Commercial clarifications & Deviation list
• Ensure all risks and commercial positions are clearly defined and communicated.
• Support responses to client clarifications (pricing and commercial impact).
• Assess impact of scope or requirement changes on pricing, margin, and risk.
• Ensure all changes impacting cost/margin/risk are evaluated and re-approved
• Ensure all statutory and regulatory costs (e.g. permits, taxes, duties, compliance, certifications, insurance, HSE) are identified, assessed, and fully incorporated into the cost estimate and pricing.

Requirement:

Minimum 5–7 years of relevant experience in tendering, contracts & commercial, estimating, business development, or related functions, preferably within the Oil & Gas, EPC/EPCIC, engineering, construction or energy industry. Candidates should have proven experience in end-to-end tender coordination, techno-commercial bid preparation, cost estimation, pricing consolidation and tender submission.