Administrative Assistant

Job Description & Requirements

1. Assist the dept in documentation preparation and coordination relating to Tenders and Contracts in accordance with the organization policies

2. Supporting the team in reviewing & drafting tender & contract documents & reports

3. Preparing ad-hoc & routine approvals, minutes and Letters related to contracts

4. Tabulating, collation and preparing technical data and collating of information

5. Coordinate information from end user dept and reviewing and analysing data.

6. Assisting to vet through submissions for correctness and completeness

7. Reviewing and compiling tender reports and related documentation

8. Identifies risks and liabilities in tenders and contracts

9. Interface of Tender Notices for publication

10. Interface and assist to follow up with Contractors on routine correspondence including pre & post tender submissions and ad-hoc documentation

11. Assist in managing and provide advice in contractual matters

12. Interface with internal and external parties on contract related matters where needed

13. Assisting in database tracking and update.

14.Monitor tender via GeBIZ

15. Perform appropriate clinical, administrative, and operational research to support proposal and contract development

16. Establish and maintain strong working relationships by serving as a single point of contact for contractual matters

17.Providing administrative support to the Project Manager, including preparing and maintaining project documents, quotations, reports, and records. Assisting Project Manager to track resources, such as materials or equipment, and ensuring they are available when needed.

18.Scheduling meetings, coordinating projects, and ensuring timelines are met, includes coordinating with customers, engineers and sub-contractors.

19.Providing administrative support to the project team, including preparing documents and performing site access applications and liaising with building owners.

20.Document Management: Organizing and maintaining project documentation, including contracts, reports, project plans, schedules, as-builts documentations and meeting notes.