TENDER ADMINISTRATIVE ASSISTANT

Tender Department – Duties and Responsibilities

1. Check Emails

• Check incoming emails and forward relevant emails to the QS Team.

2. Download and Prepare Documents

• Download and save all tender documents under the respective client folder in Tender Drawing and Document.
• Print required documents, such as Breakdown Price for Fire Protection, Technical Data and Schedule of Maintenance.
• Prepare the company letterhead for the quotation and obtain the quotation reference number from the QTN file.

3. Drawing Preparation

• The QS Team will prepare the required drawings.

4. Request Supplier Quotations

• Request quotations from suppliers for the required materials and equipment.

5. Assist the QS Team

• Assist in sending enquiries to clients and following up on outstanding replies.

6. Tender Questionnaire

• Pass the Tender Questionnaire to the HOD for completion and reply.
• File the completed questionnaire accordingly.

7. Submit Drawings for Pricing

• Pass the completed drawings from the QS Team to the HOD for pricing.

8. Finalise and Submit Quotation

• The HOD will finalise the pricing and send the quotation to the client.

9. Filing

• File all relevant documents in the appropriate locations: QTN File, Common File and Cabinet
• Update the QTN File accordingly.

10. Post-Award Handover

• Upon award of the job, prepare the handover form and submit it to the Project Team or Zenith Team.
• Update the QTN File accordingly.