Admin Assistant

1 week ago

Mandaluyong City, National Capital Region, Philippines Microgenesis Business Systems Full time ₱900,000 - ₱1,200,000 per year

Bid Coordination & Support:

  • Assist in preparing, submitting, and tracking bids, ensuring all documentation meets client specifications and company standards.
  • Collaborate with internal teams (sales, legal, finance, procurement) to gather necessary materials for bids.
  • Maintain accurate records and ensure deadlines are met.

Bid Proposal Documentation:

  • Organize bid proposal documentation, ensuring completeness and accuracy.
  • Draft, proofread, and format proposal content to ensure clarity and consistency.
  • Coordinate the review process, collecting input from relevant departments.

Problem Identification & Issue Resolution:

  • Identify potential challenges during the bidding process and escalate to senior team members.
  • Suggest solutions within established guidelines when issues arise.

Stakeholder Communication & Liaison:

  • Serve as the point of contact between internal teams and external stakeholders (clients, vendors).
  • Update teams on bid status, deadlines, and actions required.
  • Assist in managing external relationships to ensure smooth communication.

Bid Compliance & Tracking:

  • Ensure all bids meet company policies, client requirements, and legal standards.
  • Track bid progress and provide regular status updates.
  • Maintain a system to monitor multiple bids simultaneously.

Process Improvement Support:

  • Participate in discussions on process improvements and contribute feedback based on experience.
  • Assist in developing templates and tools to streamline the bidding process.

Reporting & Documentation:

  • Maintain bidding documentation for future reference.
  • Provide reports on bid status, key metrics, and outcomes to senior management.
  • Assist with post-bid analysis and performance reviews.

Qualifications:

o Bachelor's degree in Business, Project Management, Procurement, or related field, or equivalent experience.

o Familiarity with bidding coordination is preferred but not required.

o Strong written and verbal communication skills.

o Ability to produce clear, concise documents and correspondence.

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