Contracts Coordinator / PA : Maternity Cover (Part-Time, 3-4 Months)

Tender and Contracts

• Manage and coordinate the end-to-end tendering process, including supplier registration, pre- qualification, tender submission, contract award, and post-award requirements, ensuring all necessary company credentials and supporting documents are accurately prepared and submitted within the required deadlines.

• Review and manage tenders, RFQs, RFIs, and other business opportunities, coordinating with relevant departments to ensure requirements are assessed, supporting documents are obtained, and compliant proposals are prepared and submitted within the required deadlines. 

• Liaise with clients on clarifications, inquiries, negotiations, BAFOs, and revised commercial submissions as required.

• Manage and coordinate bank guarantees required for tenders and contracts, including processing, tracking, monitoring expiry dates, and coordinating their release or cancellation.

• Coordinate the post-award contract process, including reviewing contract documents, facilitating internal review and approvals, and liaising with clients on contract finalization, amendments, extensions, renewals, and other contractual requirements.

• Prepare and coordinate supplier agreements following project awards, including coordinating with the relevant internal departments and suppliers to ensure the required terms and supporting documents are reviewed, approved, and finalized.

• Maintain an organised and up-to-date filing system and accurate records and trackers for supplier registrations, pre-qualifications, tenders, proposals, contracts, bank guarantees, and other tender and contract-related documents and activities, ensuring all records are easily accessible.

• Prepare and maintain weekly tender reports and provide an updated active pipeline to the CEO every two weeks for review.

Personal Assistant to the CEO & Partner

• Provide administrative and coordination support to the CEO and Partner, including calendar and meeting management, travel arrangements, accommodation, visas, transportation, itineraries, claims, correspondence, and meeting invitations.

• Coordinate with internal departments and external stakeholders on matters requiring the attention or action of the CEO and Partner.

• Manage and prioritize incoming requests, correspondence, and information for the CEO and Partner, ensuring matters are appropriately followed up and addressed in a timely manner.

• Prepare, organize, and maintain documents, reports, correspondence, presentations, and other materials required by the CEO and Partner.

• Handle confidential and sensitive management and company information with discretion and ensure proper document control and access.

• Perform other administrative and coordination duties as assigned by the CEO and Partner.

Odoo Leads & Mailbox Management

• Monitor and access leads received through the Odoo portal for Ventures Middle East and forward relevant leads to the appropriate department or responsible team member.

• Monitor the company's general email inbox for business leads and inquiries, and forward relevant enquiries to the appropriate department or concerned team member for further action.

• Ensure leads and enquiries are forwarded promptly to the relevant team to avoid delays in follow-up.

Company Credit Card and Expense Coordination

• Maintain detailed records of company credit card transactions and ensure each transaction is supported by the required Purchase Order or Management approval.

• Coordinate with relevant employees upon receipt of each credit card statement to follow up on pending Purchase Orders and supporting documents for outstanding transactions.
  
  
  Experience and Expertise
  At least 2-3 years' experience Should have worked as Tender/Bid/Contracts Coordinator or
  Document Controller.
  
  This is a fixed-term, part-time maternity cover (3-4 months). Due to the short duration, we are unable to sponsor a residence visa. Candidates must hold their own visa.