Tender Assistant

Perfect Vision; Dammam; On-site; SAR 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a Tender Assistant to join their dynamic team. This role will involve supporting tendering and business development efforts by coordinating with suppliers and managing the bid preparation process. You'll have the opportunity to engage with various stakeholders, ensuring compliance with tender requirements and deadlines. If you're detail-oriented, possess strong communication skills, and thrive in a fast-paced environment, this position offers a unique chance to contribute to exciting projects within the procurement landscape. Join a team that values collaboration and innovation in a vibrant market.

Qualifications

• 2-4 years of experience in procurement or tendering support roles.
• Familiarity with Saudi Arabian tender portals and supplier networks.

Responsibilities

• Coordinate with suppliers and manage tender submissions.
• Assist in preparing bid documents and maintaining accurate logs.

Skills

Communication Skills

Organizational Abilities

Analytical Skills

Research Skills

Education

Diploma or Bachelor's Degree in Business Administration

Degree in Engineering

Degree in Supply Chain

Tools

Microsoft Office Suite

Online Tendering Portals

E-procurement Systems

Job description

Department

Business Development / Tendering

Tendering Reports To

BD/Tender Manager

Job Summary

The Tender Assistant will support the tendering and business development teams in researching, preparing, and submitting bids. This role involves coordinating with suppliers, facilitating communication with tender portals and partner programs, and assisting with prequalification and registration processes. Additionally, the Tender Assistant will help in administering departmental documentation, data management, and routine administrative tasks.

Key Responsibilities

1. Supplier Coordination & Communication
2. Identify, contact, and maintain relationships with potential and existing suppliers to extend the organization’s supplier base.
3. Obtain quotations, certificates, and other required documentation from suppliers. Follow up with suppliers on tender or project-related queries and deliverables.
4. Tender Registration & Prequalification
5. Register and manage company profiles on relevant tender portals (e.g., Solutions by STC, IoT2, Aramco, Sami, Tahakom).
6. Prepare and submit required documentation for prequalification processes. Coordinate with internal departments to collate necessary information and ensure compliance with registration protocols.
7. Program & Partnership Liaison
8. Support local content initiatives and special target programs (e.g., connecting with Saudi giga-projects, business hubs).
9. Conduct research on consulting firms, markets, and industry-related programs to facilitate potential partnerships. Communicate with external contacts to gather and analyze relevant information.
10. Bid Preparation & Submission
11. Assist in preparing bid documents, including gathering and reviewing data from various departments.
12. Complete simple tasks related to bid formatting, compliance checklists, and supporting documents.
13. Track and follow up on submission deadlines to ensure timely delivery.
14. Administrative Support & Data Management
15. Maintain accurate logs of communications, ongoing tenders, and supplier details in internal databases or spreadsheets.
16. Manage the tender pipeline, ensuring key milestones and submission deadlines are met.
17. Compile regular statistics and reports on tender activities and department performance.
18. Presentation & Material Preparation
19. Create introductory materials, presentations, and standard proposal templates for internal and external use.
20. Ensure consistent branding and formatting of tender documents and marketing materials.
21. Scheduling & Coordination
22. Coordinate appointments, meetings, and travel arrangements for the tendering team.
23. Assist with travel and accommodation bookings and secure necessary approvals.
24. Department Administration
25. Oversee department external communications and correspondence.
26. Support the Tender Manager (or Senior Tender Specialist) in implementing process improvements. Perform other tasks as assigned to support departmental goals.

Qualifications & Skills

Education

Diploma or bachelor’s degree in Business Administration, Engineering, Supply Chain, or a related field preferred.

Experience

• Previous experience (2-4 years) in a supporting role within a procurement, tendering, or supply chain environment is desirable.
• Exposure to Saudi Arabian tender portals and local supplier networks is advantageous.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with online tendering portals or e-procurement systems is beneficial.

Soft Skills

• Strong communication and interpersonal skills for liaising with suppliers and internal teams.
• Excellent organizational abilities, with keen attention to detail.
• Ability to handle multiple tasks and meet deadlines under minimal supervision.
• Analytical and research skills to gather, interpret, and present relevant data.

Language & Cultural Awareness

• Fluency in English (spoken and written) is essential.
• Proficiency in Arabic is highly preferred, given the local context of many tender portals and supplier relationships.