Business Development Tender Department Administrative Assistant
Business Development Tender Department Administrative Assistant
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Job Description
We are seeking an organized and efficient BD & Tender Department Administrative Assistant to join our team in Bangkok Thailand. In this role you will provide crucial administrative support to our Business Development and Tendering Department ensuring smooth operations and contributing to the success of our bidding processes. This role focuses on managing administrative tasks related to both department operations and tender processes ensuring smooth coordination and efficient workflow.
Key Responsibilities:
Department Administration:
1. Business Travel: Organize business trips for department staff including booking flights accommodations and transportation.
2. Event Organization: Plan and coordinate company events including business exhibitions and other corporate functions.
3. Expense Management: Assist with expense claim submissions.
4. External Communications Register: Maintain and update records of external communications.
5. Team Agenda & Scheduling: Manage the agenda of the team including business meetings internal reviews and holiday tracking.
6. Coordinate Meetings: Schedule appointments and manage calendars for department managers.
7. Meeting Minutes & Reports: Prepare and distribute meeting minutes reports and other documents as required.
Tender Administration:
1. Data Management & Document Control: Set up and maintain trackers shared folders and access rights; manage document filing distribution and archiving.
2. Bid Documents Tracking: Ensure timely tracking formatting and proofreading of bid documents.
3. Bid Register Management: Establish update and maintain a centralized bid register to track ongoing and past bids.
4. Tender Document Preparation: Assist in the preparation and compilation of tender documents ensuring accuracy and completeness.
5. Liaison: Liaise with internal departments and external stakeholders to gather necessary information for tenders.
6. Presentations & Proposals: Assist in the creation and formatting of presentations and proposals.
7. Customer Relationship Managment (CRM) Data Entry: Handle data entry tasks and maintain uptodate records in Commerical databases.
8. Deadline Support: Support the team in meeting deadlines by prioritizing tasks and managing time effectively.
Qualifications :
Bachelors degree in Business Administration or a related field (preferred).
13 years of administrative experience preferably in a Business Development or Tender department.
Strong organizational and timemanagement skills with the ability to handle multiple priorities.
Proficiency in Microsoft Office Suite (Word Excel PowerPoint) and document management tools.
Excellent written and verbal communication skills in English.
Keen attention to detail and accuracy in document preparation.
Demonstrated time management skills and ability to meet deadlines.
Experience with data entry and database management.
Efficient filing and recordkeeping skills.
Knowledge of business development environment (preferred).
Experience with tender documentation and processes (preferred).
Ability to work independently and as part of a team.
Professional demeanor and strong interpersonal skills.
Adaptability and willingness to learn new skills and processes.
Additional Information :
The administrative assistant will be part of an international and multicultural team collaborating with colleagues from diverse backgrounds and experiences. This dynamic role will involve collaborating on a daily basis with regional business operations across various countries including Taiwan Indonesia the Philippines Singapore Hong Kong as well as Europe.
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
