Business Contracts and Bidding Administrator

**Responsibilities**:

- Monitoring the availability of prospective projects or consultancy contracts on the Singapore government and other websites (mainly GeBIZ, Ariba, Sesami)
- Preparation of tenders for final submission (as per the given closing dates/deadlines)
- Studying and analyzing the tender documents in detail to assess the firm’s suitability and whether we meet the tender requirements
- Identifying suitably qualified consultants (upon advice from the Managing Director and Director) for joint-participation (for multi-disciplinary projects) and sending out invitations to participate with full instructions for their submission
- Collating documents from consultants and ensuring their completeness and full compliance with the tender requirements
- Preparation of the required tender documentation for final submission)
- Post-tender - Answering tender queries and clarifications from the clients
- Maintaining a list of the company project list, staff CVs, capability statement and other company documents for reference by authorities and for clients

: Assisting the MD and Director in the preparation of fee/service proposals, including liaison with the external consultants (C&S Consultant, M&E Consultant, Quantity Surveyor, Interior Designer etc.) to ensure the timely submission of their fee quotations, for submission to prospective local and overseas clients within the time frame and conditions stipulated by the clients.

: Ensuring the timely renewals of all Registrations and Licenses (as necessary) for the Company to legally supply Architectural Services:

- Company Practicing License (Board of Architects Singapore)
- QP’s Architectural license (Board of Architects Singapore)
- PSPC Panel (Building Control Authority)
- EPPU (Ministry of Finance)

Liaising with the Finance Manager to ensure that all the supporting attachments and documents are ready ahead of submissions (Professional Indemnity Insurance, payments, etc.)
- Assisting the MD on ad-hoc tasks that he may assign from time to time, e.g.
- Preparation of documents for tender exercise, including main tender documents, corrigenda etc. up till selection
- Preparation of Project Interim Certificates, completion certificates
- Assisting staff in searching for “lost mail
- Updating staff particulars (new, old)
- Setting up of projects
- Maintaining/updating contact details of consultants, contractors, etc
- Ensuring the Apex system is used to manage the respective projects of the Company, including the assigning of relevant project numbers to each project, and the maintaining of the master list of projects on the Apex system.
- Trouble-shooting when staff encounter problems related to Apex
- Assisting the Managing Director (in his capacity as Management Representative) regarding all matters related to our Company's QMS
- Answering of phone calls and attending to general enquiries form authorities, consultants, and other external parties and passing messages to staff.
- Checking of mailbox for letters
- Banking in of cheques
- Attending to visitors, delivery guys and other visitors
- Monitoring attendance of contract staff
- Upkeeping of the office premises and office equipment (rubbish disposal, cleaning).
- Office supplies - photo-copier, office stationery, toiletries, refreshments, and other consumables
- Liaising with the IT firm on computer-related tasks and problems
- Working hours: Mon - Fri, 9:00am - 6:00pm
- Working location: Singapore, Chinatown

Pay: $2,500.00 - $3,500.00 per month

Schedule:

- Monday to Friday

**Experience**:

- Clerical experience: 1 year (preferred)

Work Location: In person