Admin Assistant

1 week ago

Singapore PENTA-OCEAN CONSTRUCTION COMPANY LIMITED Full time

**Position Overview**:
We are seeking a highly motivated and detail-oriented individual to join our team as a Admin Assistant (Tender) This role will provide vital support in managing the tender process, coordinating administrative tasks, and assisting with other ad hoc duties related to tender submissions.

**Responsibilities**:

- Assist in managing the end-to-end tender process, including identifying tender opportunities, evaluating requirements, and preparing tender submissions.
- Coordinate and maintain the tender documentation repository, ensuring all necessary documents are organized, up-to-date, and easily accessible.
- Develop tender submission templates, including but not limited to technical write-up templates, official letter templates and presentation templates for tender submissions, ensuring alignment with client requirements and the company's value proposition, as well as adhering to ISO requirements.
- Support the administrative aspects of the tender process, including organizing meetings, scheduling deadlines, and maintaining accurate records of tender activities.
- Coordinate with various internal stakeholders to gather necessary information, supporting documents, and pricing details for tender responses.
- Assist in proofreading and editing tender submissions to ensure accuracy, consistency, and adherence to formatting requirements.
- Provide general administrative support to the team, such as renewing licenses, collating construction-related articles, managing the tender project calendar, attending ISO audits (internal & external), and processing departmental expenses.
- Assist in maintaining the marketing e-library database of tender opportunities/ awarded tenders, tracking tender bidding progress, and providing regular updates on the status of tender submissions.

**Requirements**:

- Diploma or Higher Nitec qualification from a recognized Polytechnic or ITE institution, preferably in Business Administration, or a related field.
- Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Good written and verbal communication skills, with a keen eye for detail and the ability to summarize information effectively.
- High Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), with experience in formatting documents and creating professional presentations.
- Ability to work collaboratively with cross-functional teams and maintain positive working relationships.
- Strong problem-solving skills and the ability to adapt to changing priorities.
- Knowledge of tender processes is a plus, but not required.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong work ethic, self-motivated, and eager to learn and grow within the role.

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