Programme Admin

NTT SINGAPORE PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading technology company in Singapore seeks a Programme Admin to support administrative coordination and tender preparation. This role involves managing tender responses, ensuring compliance, and collaborating across teams for optimal efficiency. Candidates should have a diploma/degree in a relevant field and 2–5 years of relevant experience with strong writing and organizational skills. Familiarity with Microsoft 365 is required. Join us in ensuring operational excellence.

Qualifications

• 2–5 years of experience in business operations, administration, or tender/proposal coordination.
• Experience with RFP/RFI/RFQ processes, tender portals, and multi-stakeholder coordination is a strong plus.
• Strong writing and organization skills may be considered for Associate level.

Responsibilities

• Manage the full lifecycle of tender responses and compliance checks.
• Coordinate inputs across stakeholders for proposal completion.
• Ensure adherence to policies and data privacy in documentation.

Skills

Proposal writing

Document formatting

Stakeholder management

Analytical skills

Time management

Education

Diploma/Degree in Business Administration or related field

Tools

Microsoft 365

Job description

Role Summary

The Programme Admin supports the smooth running of day‑to‑day operations, with a primary focus on administrative coordination and end‑to‑end tender/proposal preparation. This role works closely with project, sales, and finance teams to ensure timely submissions, compliant documentation, and operational efficiency across client projects.

KeyResponsibilities

1) Tender &Proposal Management

• Manage the full lifecycle of tender responses: opportunity tracking, documentation collation, submission scheduling, and compliance checks.
• Draft, edit, and format proposal content (company profiles, methodologies, case studies, CVs, pricing appendices, and compliance statements).
• Coordinate inputs across stakeholders (Project Leads, SMEs, Finance, Legal, and Procurement).
• Maintain a library of reusable proposal content, templates, and evidence (certifications, policies, references).
• Conduct RFP/RFI/RFQ analysis to identify requirements, risks, and win themes; align proposals to client evaluation criteria.
• Ensure submissions are compliant, error‑free, brand‑aligned, and delivered before deadlines (including portals and hardcopy packaging when required).

2) Administrative & Operations Support

• Own operational administrative tasks: meeting scheduling, minutes, travel coordination, expense consolidation, office supplies, asset tracking, vendor management, and invoice processing.
• Maintain accurate records: contract registers, approvals, NDAs, project documentation, and master trackers.
• Support onboarding for new projects and team members (access, tools, documentation).
• Prepare weekly/monthly operational reports and dashboards for leadership.
• Coordinate internal reviews (risk, legal, finance) and ensure filing in shared repositories.

3) Governance, Compliance & Quality

• Ensure adherence to company policies, data privacy, and procurement compliance in all submissions and documentation.
• Maintain version control and audit trails for all tender/proposal documents.
• Drive continuous improvement in proposal quality, process efficiency, and documentation standards.

4) Cross‑Functional Collaboration

• Partner with Sales/BD for pipeline visibility and qualification.
• Work with Finance on pricing models, costing sheets, and commercial assumptions.
• Liaise with Legal/Compliance for terms review and mandatory declarations.
• Coordinate with Project Teams for delivery methodologies, resource plans, timelines, and references.

Required Qualifications & Experience

• Diploma/Degree in Business Administration, Communications, Operations, or related field.
• 2–5 years of experience in business operations, administration, or tender/proposal coordination (fresh grads with strong writing and organization skills may be considered for Associate level).
• Experience with RFP/RFI/RFQ processes, tender portals, and multi‑stakeholder coordination is a strong plus.
• Proficient in Microsoft 365 (Word, Excel, PowerPoint, SharePoint, Teams); strong document formatting and version control skills.

Key Skills & Competencies

• Writing & Editing: Clear, concise, persuasive proposal writing; strong attention to detail.
• Organization & Time Management: Ability to handle multiple deadlines and maintain structured repositories.
• Analytical Skills: Ability to interpret tender requirements, evaluation criteria, and compliance clauses.
• Stakeholder Management: Confident coordination across departments and external partners.
• Process Discipline: Governance‑minded with strong documentation and compliance orientation.
• Professionalism: Discretion with sensitive information; reliable and proactive.

KPIs & Success Metrics

• On‑time submission rate for tenders/proposals.
• Compliance score (zero non‑compliance incidents in submitted bids).
• Proposal quality metrics (clarity, completeness, alignment to criteria; internal review ratings).
• Efficiency improvements (cycle time reduction; template/library updates).
• Operational accuracy (error‑free documentation, updated trackers, audit‑ready repositories).
• Stakeholder satisfaction (feedback from Project Leads, BD, Finance, and Legal).