ADMIN ASSISTANT (BUSINESS DEVELOPMENT)
Job Summary
The Admin Assistant (Business Development) is responsible for providing administrative and documentation support to the Business Development (BD) Team. The role involves preparing and maintaining business documents, quotations, proposals, client records, and project-related documentation.
The position supports the BD Team in coordinating with clients, internal departments, suppliers, and external parties to ensure accurate documentation, timely submissions, and smooth business development operations.
Job Description & Responsibilities
- Business Development Documentation
- Prepare, organise, and maintain business development documents, proposals, quotations, and related correspondence.
- Assist the BD Team in preparing client presentations, project proposals, and tender submission documents.
- Maintain accurate records of client enquiries, quotations, proposals, and project opportunities.
- Ensure all business documents are properly filed, updated, and accessible to relevant team members.
- Assist in preparing and updating project profiles, company portfolios, and other business development materials.
- Quotation & Tender Support
- Assist in preparing quotations, tender documents, and supporting documentation based on information provided by the BD Team.
- Coordinate with internal departments to obtain project specifications, drawings, costing, and other required documents.
- Ensure quotations, proposals, and tender submissions are properly formatted, complete, and submitted within deadlines.
- Maintain quotation and tender tracking records, including submission dates, status updates, and follow-up schedules.
- Assist in preparing revised quotations, variation documentation, and other client-requested documents.
- Client & Project Coordination
- Assist the BD Team in handling client enquiries, correspondence, and documentation requests.
- Coordinate meetings, appointments, site visits, and project discussions.
- Follow up with clients and internal departments on outstanding documents, approvals, and information.
- Maintain updated client contact details, project information, and communication records.
- Support coordination between the BD, Design, Quantity Surveying, Contracts, and Project Management teams.
- Business Development Reporting & Tracking
- Maintain and update business development trackers, client databases, and project opportunity records.
- Assist in preparing weekly and monthly BD reports, including quotation status, project pipeline, and sales updates.
- Monitor submission deadlines and follow-up schedules.
- Consolidate information required for Management meetings and business reviews.
- Assist in tracking project confirmations, awarded contracts, and related documentation.
- General Administrative Support
- Provide daily administrative and clerical support to the Business Development Team.
- Handle filing, data entry, document scanning, printing, and general correspondence.
- Coordinate with suppliers, consultants, contractors, and external parties when required.
- Assist in arranging meetings, preparing meeting materials, and recording meeting minutes.
- Ensure confidentiality and accuracy when handling client, project, and company information.
- Perform other administrative and operational duties as assigned by Management.