Tender Preparation Specialist

About the role

This role involves managing tender preparation processes, ensuring compliance with company policies, client requirements, and governance principles. The position requires coordinating tender documentation, managing tender tracking systems, and liaising with internal functions and external stakeholders to meet tender timelines and requirements.

Job Responsibilities :

• Manage and prepare all administrative and technical tender documents

• Prepare tender documents according to requirements and conduct document reviews to identify all administrative, technical, legal, HSE, and compliance requirements

• Coordinate collection of documents from all relevant functions and ensure documents are received complete, in correct format, and on time

• Prepare and manage Tender Tracker, Tender Database, Document Register, and monitor document completion status and validity of certifications, permits, and supporting documents

• Prepare proposals, executive summaries, and supporting materials as needed for tender processes

• Register and maintain company data on e-Procurement/Vendor Management System portals required for business purposes

• Coordinate and follow up with internal functions and relevant parties to ensure document completion according to tender timelines

• Maintain filing and documentation systems for all tender documents to ensure they are organized, documented, easily traceable, and reusable

• Prepare periodic reports on tender development/status to management

• Ensure all tender preparation processes are executed according to SOP, company policy, client/owner requirements, and compliance and governance principles

Requirement :

• Minimum S1 (Bachelor's degree) from any relevant field

• Minimum 5 years of work experience in Tender, Sales, Marketing, Business Development, Commercial, Procurement, or Operations, particularly in Security Services, Cleaning Services, Facility Management, Manpower Supply, Outsourcing, or similar service industries

• Good understanding of tender/procurement processes

• Strong capability in preparing, managing, reviewing, and ensuring completeness of administrative and technical tender documents according to client/owner requirements

• Ability to read, understand, and analyze tender documents such as ITB, RKS, TOR, Scope of Work, Terms & Conditions, and other requirement documents

• Understanding of compliance and governance in tender processes, including ability to identify unmet requirements, expired documents, missing documents, and potential administrative/technical risks

• Proficiency in Microsoft Office, particularly Microsoft Word, Microsoft Excel, and Microsoft PowerPoint, with document processing capabilities

• Ability to work independently and in teams, and coordinate with various internal functions such as Sales, Operations, HR, Finance, HSE, Legal, Procurement, and other related functions

• Capability in document control, filing, archiving, version control, and database management to ensure all tender documents are systematically documented and easily accessible

• Willing to be placed in Jakarta and undertake official travel if required to support tender activities