Tender Coordinator
Mohamed Abdulmohsin Al-Kharafi & Sons
Total years of experience :17 years, 0 Months
Manage Company Subscriptions to multiple client E-Tendering portals, including sending portal updates or clarifications as needed and organizing answers according to the agreed-upon timeline.
Coordinate all pre and post-tender documents.
Coordinate the tendering process and requirements during different tender stages until final tender submission.
Ensure effective coordination and execution of the tendering process and operations in compliance with the company's rules and regulations, as well as tracking the status of project deadlines and obtaining appropriate management approval.
Preparing a matrix of tender output and requirements and the relationship of all parties to it.
Coordinating with the relevant departments regarding the documents required for pre-qualification.
Reviewing the pre-qualification documents/forms of the tender and matching them with the standard bidding forms and ensuring that they meet the client's requirements.
Prepare Prequalification documents for Submission as per the tender procedures and making sure they are submitted in due course
Manage an effective electronic document control system, ensuring documentation is properly registered, circulated, controlled, and easily accessible.
Preparing and submitting all reports related to tenders to the Technical Manager on a regular basis, such as tender results, tender cost, tender summary report, and appropriations.
Follow up on potential projects within various E-tendering platforms and ensure the management is aware of them.
Attend client meetings like clarifications meeting and pre-contract meeting and provide required support for responding to client’s queries.
Drafting correspondence in both English and Arabic and creating presentations and organizational.
Ensure that controlled copies of the latest claims documents and drawings are distributed to the appropriate staff.
Maintain updated records of all approved documents and drawings and their distribution clearly marked in the claim Documents as per the Company procedure.
Maintain the Claims & Litigations documents in the Document Control office under safe custody without any damage or deterioration with easy traceability.
Maintain the files and control logs as required.
Assist in the review and settlement of any claims as may be raised by Contractors or subcontractors.
Manage the Claims Manager meetings and appointments according to daily business requirements.
Coordinate the signing and tracking of documents including approvals and delegation of authority.
Manage priorities & track the Manager’s telephone calls/messages and emails to ensure his daily balanced workload.
Coordinate travel & all logistical arrangements for Claims Manager, senior management, and guests as required & act as a focal point to meet and greet senior personnel at the corporate offices.
Assist people with problems, redirecting them, and acting as a filter for the Manager schedule as required.
Handle all personal affairs for Claims Manager and the team as required.
Manage the efficient running of the Communications Manager office, providing full secretarial and administrative support.
Handle conferences and events registrations and bookings.
Distribute correspondence and materials relating to events and submissions and maintain accurate databases of all contacts, organizers & sponsors.
Coordinate all conference/events related services and logistics.
Ensure that all conferences and events are consistent with the vision, mission, and strategic plan of the company.
Administer the department expenses by entering supplier invoices, gaining authorization to pay supplier invoices, updating payment details in the coordination with the finance department.
Coordinate and provide support for activities for the successful running of conferences and events.
Assist with the necessary security arrangements for the conferences in cooperation with the Security Manager.
Prepare reports on a daily, weekly, and monthly basis.
Planning, arranging, and scheduling the appointments & meetings and prepare meeting agendas in advance in addition to all meeting facilities.
Handle all incoming and outgoing correspondence related to the department and the upcoming events.
Handles ERP (Oracle) applications for the department to process: business travels, leave requests, leave return acknowledgment, monthly timesheets, personal calls, mobile telephone requisition, and material requisitions for ordering office supplies.
Assist in the preparation and updating of new and existing procedures and flowcharts for the department, projects & the company and ensure the company’s events agenda is up to date.
Handles and maintains departmental files in compliance with the company’s Quality Assurance & Control procedures (ISO 9001:2000).
Provide efficient and satisfactory customer service to colleagues and external entities.
Oversee office administration to ensure operations run smoothly.
Carry out office-related tasks, including purchasing office supplies, answering phone calls, greeting clients, and updating electronic filing systems.
Compose letters, memoranda & prepares reports using knowledge of work area instructions and guidelines.
Maintain and update information on timesheets and invoices.
Sort, open, log, and distribute incoming mail to staff; attaches incoming correspondence to the case file and related materials needed for action, and observe confidentiality of all documents and procedures.
Registers and tracks all documents to ensure security and control with the efficient database system.
Schedule and arrange meetings regularly (weekly & monthly), conferences, and notifies interested parties.
Respond to inquiries on a variety of matters.
Arrange travel for staff including scheduling transportation and making hotel reservations.
Carried out secretarial functions, including finalizing all documents, preparing travel arrangements, and taking meeting minutes when necessary.
Assisted Purchasing Manager as needed and provided support to the operations manager.
Coordinated with external agencies, vendors, and suppliers.
LLB
