Commercial & Tender Support Officer

OBJECTIVE/ PURPOSE OF THE JOB

This position assists and coordinates daily core activities related to the Commercial Department with a dedicated focus on customers’ needs. Additionally managing the tender process by identifying the requests and tenders received from the customers, handling the project submission accordingly, ensuring the submission on time, and conducting tenders’ status reports on a regular basis and when requested.

The role plays a pivotal role in maintaining a positive customer experience has a direct impact on potential sales - equipment, accessories also monitoring the tender submission process for formatting, completeness, consistency, reporting, and compliance.

KEY RESPONSIBILITIES

Commercial Support:

• Prepares quotations & offers for Commercial Department and arranges for submission as per Standard Operating Procedures (SOP) and internal guidelines.
• Organizes, maintains & tracks all internal sales related documents such as LPO’s, Tender specifications, Layouts, Statement of Accounts & account creation application.
• Maintains efficient e-filing system for all technical activities via SharePoint.
• Maintains Sales Force platform accuracy by ensuring point of contacts, marketing attributes, account creation and maintenance information are duly updated.
• Ensures accounts in Sales Force are periodically reviewed.
• Methodically tracks and follows-up on quotation to ensure that offers are prepared for client approvals.
• Tracks all purchase orders and coordinates with Commercial departments for timely delivery.
• Coordinates project related quote preparation, compiles all documents, catalogues etc. and prepares for submission.
• Ensures document accuracy for service contracts approvals internally from Finance / Legal and externally from customers.
• Maintaining tracker of LPO’s, invoices, quotation & Statement of Accounts for Commercial in liaise with finance department.

Tender Tasks:

• Visiting and communicating with customer procurement and tender department (ex: health care centers, government and private sector) when needed.
• Assists with the development and maintenance of standardized tender templates and documentation.
• Assists in preparing tender related documents as directed by senior management.
• Handle all the tender projects (Multi department) in terms of preparation, submission and documentation.
• Liaises with the Sales Department on an ongoing basis with respect to Tender requirements and Tender status.
• Coordinate with sales department to receive all the required document needed to prepare the offers for the customers.
• Purchasing the tenders from the portal and submitting the tender bond request to the finance department / follow up on receiving it on time.
• Combine all the request for quotation, tenders, and send to sales department for acknowledgment.
• Coordinate technical proposals, procedures, tenders’ documentation and bidding as requested.
• Coordinate with sales department to receive all the required document needed to prepare the offers for the customers.
• Submitting the offers/tenders to the customers within the agreed deadline using customers portal if required.
• Maintains tender files and arranges their archiving upon Tender completion
• Monitoring deadlines.
• Communication with customers for any further technical clarification.

JOB REQUIREMENT

• Bachelor's degree in Business, Management, law or equivalent
• Minimum 3 years’ experience in tenders, legal contracts, or relative administrative/sales support experience.
• Demonstrated experience in Tender processes.
• Preferred Experience in using (ERP) with a good understanding of how they work.
• Corel drawing knowledge is an added advantage
• Proficiency in Microsoft Office Applications (Word, Excel, PowerPoint).
• Strong knowledge of local business practices and processes.
• Ability to utilize databases and extract reports.
• Strong organizational skills, time management skills and attention to detail.
• Ability to multi-task between different departments
• Flawless maintenance of document filing.
• Ability to work independently as with cross functional teams on a daily basis