Tender Executive

Position: Tender Executive

Contract: 12 months

Work Location: Kuala Lumpur Office

Job Purpose:

To manage and coordinate end-to-end tendering activities in compliance with company procedures and governance requirements, ensuring timely, accurate, and techno-commercially sound bid submissions.

Key Accountabilities –

NON-COMMERCIAL STREAM

• Understand the ITB requirements.
• Ensure full compliance with tender procedures and LOA approvals.
• Track tender progress, approvals, timelines, and flag any slippage.
• Maintain complete and audit-ready documentation for all submissions.
• Support opportunity registration and Bid/No-Bid process.
• Manage approval workflow and maintain tender records.
• Ensure all data is updated in Monday.com.
• Organize tender kick-off and prepare tender plan.
• Maintain deliverables register and track action closure.
• Issue MOM with clear responsibilities and timelines.
• Coordinate inputs from Engineering, PMT, SCM, QAQC, HSE, Commercial, and Finance.
• Ensure timely and accurate information flow between stakeholders.
• Maintain clarification/deviation log.
• Tracking clarifications and bulletins issuance as well as responses.
• Ensure submissions are complete, structured, and traceable.
• Control document versions and safeguard confidential information.
• Coordinate internal reviews (technical, commercial, management).
• Track comments and ensure closure before submission.
• Ensure final submission checklist and QA review is completed before submissionn
• Establish and control submission cut-off / freeze timeline with commercial team.
• Minimize rework through proper coordination and completeness.
• Compile and submit complete and compliant tender package.
• Ensure submission format and requirements are met (non-commercial).
• Coordinate client clarifications and manage response tracking.
• Track changes and ensure re-approval process is followed.
• Support smooth handover with full documentation and traceability.

COMMERCIAL STREAM

• Ensure full compliance with tender procedures and LOA approvals.
• Compile scope understanding and coordinate all commercial inputs.
• Consolidate pricing inputs from Engineering, SCM, and Estimator.
• Ensure alignment between scope, assumptions, exclusions, and pricing.
• Prepare and develop detailed cost estimates (material, manpower, equipment, subcontract).
• Build cost estimates aligned to scope and execution methodology.
• Verify completeness of cost elements (no omission or duplication).
• Ensure Accuracy of quantities, rates, and norms
• Ensure Realistic and defensible cost assumptions
• Develop and support pricing strategy (competitive positioning, margin, risk balance)
• Perform sanity checks using benchmarks / past projects / market inputs
• Consolidate final pricing and ensure consistency across all submission documents.
• Support pricing validation and Approval to Tender Submission (ATS).
• Ensure alignment between estimate, pricing summary, and final offer.
• Ensure final pricing is signed off and aligned before ATS approval
• Identify and highlight cost risks, uncertainties, and key pricing drivers.
• Maintain: Assumptions & exclusions log, Commercial clarifications & Deviation list
• Ensure all risks and commercial positions are clearly defined and communicated.
• Support responses to client clarifications (pricing and commercial impact).
• Assess impact of scope or requirement changes on pricing, margin, and risk.
• Ensure all changes impacting cost/margin/risk are evaluated and re-approved
• Ensure all statutory and regulatory costs (e.g. permits, taxes, duties, compliance, certifications, insurance, HSE) are identified, assessed, and fully incorporated into the cost estimate and pricing.