Bids Coordinator / Administrative Assistant

Responsible for performing administrative support duties, in accordance with MMS’ Standard Operating Procedures and Policies to ensure that systems and procedures are adhered to and assisting in the bidding/tender process.

JOB SUMMARY

To assist with functions of the Bid Coordination, Administrative Services and Call Center activities of the Facilities Management Services and ensure prompt and consistent and efficient response to  Customer requests for services; as well as compliance with Administrative Controls in the bidding process.  

• Provide Administrative input in the coordination and preparation of new contracts tender documents, to facilitate timely and accurate submission
• Conduct research for proposal development, conveying all information pertaining to the bid from the vendor to the Manager
• Follow up to ensure quotations are dispatched in line with established procedures
• Monitor and follow up on proposals submitted
• Assist with coordinating and directing of services from the Call Centre operations
• Supports the timely responses to service requests
• Liaise with other Department on resources to satisfy proposal and work schedules
• Maintain record of all bids and re-tender for follow-up and reporting on outcomes.
• Assist with preparing monthly and annual reports, as directed by Manager
• Performs clerical work such as the researching, and typing of letters, proposals, general correspondence and other confidential documents.
• Perform other duties as directed by Manager

QUALIFICATIONS & EXPERIENCE