Job Purpose

To manage client communications, RFQs, tenders, online vendor portals, documentation, and internal coordination between management, technical, procurement, finance, and workshop departments to ensure timely and professional commercial operations.

Key Responsibilities

1. Client Portal & Tender Management

Manage and monitor online portals, and other client/vendor systems

RFQs, tenders, inquiries, and bid requests, Track submission deadlines and ensure timely responses, Maintain vendor registrations, certificates, and portal compliance

Upload quotations, technical documents, and supporting files

2. RFQ & Quotation Coordination

Receive and register incoming inquiries

Coordinate with GM, technical team, procurement, and workshop for pricing/input

Prepare commercial offers, quotations, cover letters, and tender packages

Follow up on submitted offers

Maintain RFQ / quote tracking logs

3. Client Communication

Handle daily email correspondence with clients, suppliers, and internal teams

Draft professional responses, acknowledgments, clarifications, and follow- up emails

Coordinate meetings, calls, and documentation requests

Maintain communication history and records

4. Documentation Control

Organize technical submittals, PQRs, certifications, compliance files, and commercial documents

Maintain digital and physical filing systems

Ensure updated company documents,

5. Internal Coordination

Coordinate between:

GM

Workshop

Procurement

Logistics

Finance

Track order progress from inquiry to delivery

Support urgent office requirements during management absence

6. Administrative Support

Prepare reports, spreadsheets, client lists, and bid status summaries

Schedule appointments and reminders

Maintain confidentiality of pricing and tender documents

Required Qualifications

Education:

Diploma or Bachelor’s degree in Business Administration, Engineering Support, Marketing, or related field

Experience:

5+ years in commercial coordination / tendering / technical office / oil & gas support

Required Skills

Strong English writing

MS Office (Excel, Word, Outlook)

Tender preparation

Client portal handling

Document control

ERP familiarity (preferred)

Excellent organizational skills

Professional communication

Deadline management

Preferred Industry Experience

Oil & Gas

Industrial services

Mechanical / technical supply

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