Tenders/Document Control Officer

Responsibilities:

• Coordinate with relevant departments (e.g., engineering, procurement) to gather necessary information for tender submissions
• Analyze tender documents, including scope of work, terms and conditions, and pricing information.
• Establish and maintain a structured system for document management, ensuring all project-related documents (drawings, contracts, specifications, etc.) are properly filed and easily accessible.
• Ensure the latest revisions of documents are distributed to relevant project teams and external stakeholders.
• Maintain document logs and track the status of approvals, modifications, and project changes.
• Ensure that documents and submissions comply with legal, regulatory, and quality standards.
• Liaise with clients and suppliers to resolve document-related issues and ensure timely submission of documents.
• Maintain up-to-date records of all documentation, including correspondence, project records, and legal documents.
• Archive completed projects and tender submissions for future reference.
• Provide support during audits and inspections by ensuring that all necessary documents are readily available.
• Assist in preparing bid summaries, contract evaluations, and other related documentation.
• Ensure the confidentiality and security of all sensitive documents, both physical and digital.
• Implement document control policies to protect company data
• Track tender announcements, deadlines, and submission requirements.
• Prepare, review, and submit tenders and bids in compliance with company policies and client requirements.

Requirements:

• Professional certification in document control or project management can be an added advantage.
• At least 3 - 5 years of experience in a similar role, preferably in the construction industry.
• Good knowledge of tender processes, bid submissions, and document control.
• Proficiency in document management systems (DMS) and tender management platforms.
• Advanced skills in Microsoft Office (Word, Excel, PowerPoint).
• Knowledge of industry-specific standards for document control.
• Strong written and verbal communication skills.
• Ability to work with cross-functional teams and coordinate with internal and external customers.
• Excellent organizational and multitasking abilities.
• Attention to detail and accuracy in document management.

• A bachelor’s degree in business administration, engineering, construction management, or related fields.