Contracts Officer

The Contracts Officer will support the preparation of quotations, tenders, proposals, RFQs, RFPs and contract-related documentation, while liaising with internal departments and clients to ensure timely, responses to business opportunities and customer requirements.

Contracts Officer

Reports to: Contracts Coordinator

Department: Marketing

Primary Purpose:

To ensure timely response to internal and external queries, including telephone and email requests for quotations. Assist or prepare upon request: RFQs, RFPs, ITTs, EOI and any other form of requests or invitation. Support the timely implementation of appropriate systems to support the commencement or close off of contracts. Support the work of the Contract Coordinator through the effective and efficient completion of all duties assigned. Ensure the effective and efficient functioning of the Department’s administrative duties and responsibilities.

 Responsibilities include but are not limited to the following:

• Ensure that response material adheres to the organization’s standards
• Assist with the preparation of bids/tenders for the Company and participates in planning and presentation sessions.
• Update the status of tenders in the portal/database
• Prepare, log and track quotations, Tenders and Pre-qualifications
• Assist with the follow up on tenders from pre-qualification stage, to bid submission and award of the contract.
• Assist in coordination of site visits and surveys to customer’s premises as applicable.
• Organize and maintain hardcopy and electronic filing system
• Update and maintain databases including the Company’s Customer/Contract database, with the use of various software applications, such as spreadsheets statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports
• Interact with and assist clients seeking information on the Company’s products and services.
• Liaise with other Divisions or Departments to give and receive information relative to customer requirements
• Adhere to stated company and departmental goals, objectives, general orders, policies and procedures including those that relate to customer service.
• Interpret and communicate operating policies that impacts on the administrative functions.
• Complete any other duties as assigned by Contract Coordinator or management.

 Qualifications and Experience Required:

• Associate Degree or Diploma in Business Administration
• At least three (3) years’ experience in a similar position preparing Tenders, Proposals, RFPs, etc.
• Advanced computer skills and knowledge of Microsoft office tools, Word/Excel/Project/PowerPoint and Adobe Acrobat an advantage
• Excellent interpersonal and communication skills (oral and written)
• Ability to multi-task in a fast-paced environment
• Ability to work independently with minimal supervision
• Creative and problem-solving skills