Administrative assistant

Position: Administrative Assistant – Tender & Documentation
Work Location: Kota Damansara, Selangor
Employment Type: Full-Time

Job Responsibilities

The Administrative Assistant will be responsible for providing administrative and documentation support, with a primary focus on tender preparation, submission, and general office administration.

Key responsibilities include:

Tender Preparation & Documentation
Assist in preparing, compiling, formatting, and organizing tender, quotation, and proposal documents.
Prepare supporting documents such as company profiles, certificates, authorization letters, technical documents, and other required attachments.
Ensure all tender documents are complete, properly arranged, and submitted according to the required format and deadline.
Assist with online tender submissions through relevant government and customer procurement portals.
Maintain proper records of submitted tenders, quotations, supporting documents, and correspondence.
Monitor tender closing dates and coordinate internally to obtain required documents and information.
Administrative Support
Prepare letters, emails, quotations, reports, and other business documents.
Perform data entry, filing, scanning, photocopying, and document management.
Maintain organized physical and electronic filing systems.
Coordinate with suppliers, distributors, customers, and internal teams when required.
Assist management and project teams with day-to-day administrative matters.
Follow up on documentation, quotations, delivery information, and other outstanding matters.
Tender & Project Coordination
Assist in obtaining quotations and supporting documents from suppliers or distributors.
Coordinate documentation required for government and corporate tender submissions.
Maintain tender checklists and ensure mandatory documents are prepared before submission.
Assist with project documentation after tender award, including delivery documents, reports, acceptance forms, and related records.
Requirements
Minimum Diploma or equivalent qualification.
Good computer skills, particularly Microsoft Word, Excel, PowerPoint, PDF/document handling, and email.
Experience in preparing government tender/sebut harga documents will be an advantage.
Familiarity with procurement/tender portals such as ePerolehan is an added advantage.
Able to communicate effectively in Bahasa Malaysia and English.
Organized, responsible, detail-oriented, and able to work according to strict deadlines.
Able to handle confidential company and tender information professionally.
Must possess own transport and be able to travel when required for document submission, collection, meetings, or other work-related matters.
Able to work at the company office in Kota Damansara, Selangor.
Preferred Candidate

Preference will be given to candidates with previous experience in administrative work, tender documentation, procurement support, or ICT-related tender preparation.