Commercial & Tender Support Officer

Ali Bin Ali – Qatar

Doha, Qatar

Qualification & Experience:

• 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

Roles and 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.