Tender Executive

Elsa Talent; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Elsa Talent is seeking a dedicated Tender Coordinator to manage end-to-end tendering activities in line with company procedures. You will coordinate inputs from Engineering, PMT, SCM, QAQC, HSE, Commercial and Finance to ensure timely, accurate bid submissions.

The role focuses on compliance, documentation, and cross-functional collaboration, with work tracked in Monday.com. You will lead the submission process and ensure QA review before final delivery.

Qualifications

• Understand ITB requirements.
• Ensure full compliance with tender procedures and LOA approvals.
• Maintain audit-ready tender documentation for submissions.
• Coordinate inputs from Engineering, PMT, SCM, QAQC, HSE, Commercial, and Finance.

Responsibilities

• Understand ITB requirements and ensure timely tender submissions.
• Track progress, approvals, timelines and flag slippage.
• Maintain audit-ready documentation for all submissions.
• Coordinate internal reviews (technical, commercial, management).
• Coordinate client clarifications and respond to questions.
• Ensure submissions are complete, structured and traceable.

Skills

Tender management

Bid coordination

Stakeholder management

Documentation

Governance

Tools

Monday.com

Job description

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.
• 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.
• 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.