Tender Support Staff and Document Controller

A Tender Support Staff and Document Controller is responsible for managing the flow, accuracy, and organization of all documentation related to the bidding and tender process, ensuring compliance with contractual and regulatory requirements. This role involves close collaboration with various departments and external stakeholders to meet tight deadlines. Key Responsibilities

• Tender Documentation Management: Prepare, format, and compile tender documentation packages for submission to clients, ensuring all aspects adhere to established templates and quality standards.
• Document Control Systems: Establish, maintain, and manage efficient electronic document management systems (EDMS) and physical filing systems for all tender-related records, including drawings, contracts, and reports.
• Version and Quality Control: Implement and monitor strict version control procedures to ensure only current and approved documents are in circulation, conducting quality checks for accuracy and completeness.
• Document Flow and Distribution: Control the flow of all incoming and outgoing documents (transmittals) and distribute them to the appropriate internal and external personnel (engineers, suppliers, clients) in a timely manner.
• Tracking and Reporting: Maintain comprehensive document registers and logs to track the status, revision, and approval cycles of all documentation, preparing ad-hoc reports and status updates for management.
• Compliance and Audits: Ensure all documentation practices comply with relevant industry standards (e.g., ISO 9001) and regulatory requirements, assisting with internal and external audits.
• Stakeholder Communication: Serve as the primary point of contact for all document-related queries, liaising with internal teams, clients, and suppliers to facilitate smooth information exchange.
• Archiving and Retrieval: Manage the archiving and secure disposal of outdated or completed tender documents in accordance with company policies and retention schedules, and facilitate document retrieval when requested.

Required Skills & Qualifications

• Education: A Bachelor's degree in Business Administration, Information Management, or a related field is often preferred, though not always mandatory.
• Experience: Proven experience in a document control or similar administrative role, ideally within a fast-paced environment involving tenders, projects, or construction.
• Technical Proficiency:
• Expertise in document management software and databases (e.g., SharePoint, Aconex, M-Files).
• Advanced proficiency in Microsoft Office Suite, particularly Word and Excel.
• Soft Skills:
• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills, with the ability to multitask and manage deadlines.
• Excellent written and verbal communication skills.
• Ability to work both independently and collaboratively as part of a team.
• High level of professionalism and the ability to maintain confidentiality regarding sensitive information.

Job Types: Full-time, Fresher

Pay: ₹10,000.00 - ₹22,000.00 per month

Work Location: In person