SECRETARY(TECHNICAL/OFFICE)

Description

Summary: This role involves comprehensive administrative, secretarial, and tender management duties, ensuring efficient office operations and successful bid submissions. Highlights: 1. Manage daily office administration and secretarial functions 2. Coordinate all aspects of RFQ & Tender Management 3. Maintain project documentation and ensure compliance Key ResponsibilitiesAdministrative \& Secretarial Support * Manage daily office administration and secretarial functions. * Handle incoming and outgoing correspondence, emails, telephone calls, and courier services. * Maintain executives' calendars, appointments, meetings, and travel arrangements. * Prepare letters, reports, presentations, meeting agendas, and minutes of meetings. * Maintain confidential company records and documentation. RFQ \& Tender Management * Monitor tender portals and client notifications for new business opportunities. * Review Requests for Quotation (RFQs), Invitations to Tender (ITTs), and Requests for Proposal (RFPs). * Coordinate with internal departments to gather technical, commercial, HSE, QA/QC, and financial information required for submissions. * Prepare and compile tender documentation in accordance with client requirements. * Ensure all tender submissions are completed accurately and submitted within deadlines. * Maintain tender registers, submission records, bid tracking logs, and follow\-up reports. * Coordinate clarifications and correspondence with clients during the tendering process. * Maintain a database of company credentials, certificates, licenses, project references, and prequalification documents. Project Documentation \& Document Control * Establish and maintain project filing systems, both electronic and hard copy. * Control, track, distribute, and archive project documents. * Maintain document registers, transmittals, and revision control logs. * Ensure all project documentation complies with company and client requirements. * Coordinate the submission of project reports, drawings, permits, approvals, and closeout documentation. * Support project teams in document retrieval and records management. * Maintain proper version control and confidentiality of project information. Client \& Business Support * Coordinate client correspondence and maintain professional communication. * Assist in preparing company profiles, capability statements, presentations, and marketing materials. * Support vendor registration, client prequalification, and compliance documentation. * Maintain records of contracts, purchase orders, service agreements, and project deliverables. Records \& Compliance Management * Maintain updated records of: * Commercial Registration (CR) * Trade License * Computer Card * Establishment Documents * ISO Certifications * Insurance Policies * Company Licenses and Permits * Track expiry dates and coordinate timely renewals. Qualifications * Bachelor's Degree or Diploma in Business Administration, Management, Commerce, or a related field. * 3–5 years of experience in secretarial, tendering, administration, or document control functions. * Experience in construction, engineering, facilities management, industrial, or contracting companies is preferred. Technical Skills * Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). * Document Management Systems (DMS). * Tender portal management and online bid submission. * Strong report writing and document formatting skills. * Knowledge of contract and tender documentation processes. Key Competencies * Excellent organizational and time\-management skills. * Strong attention to detail and accuracy. * Ability to manage multiple deadlines simultaneously. * Professional communication and interpersonal skills. * Confidentiality and document security awareness. * Ability to work independently and under pressure. Key Performance Indicators (KPIs) * 100% on\-time RFQ and tender submissions. * Accurate maintenance of tender and project documentation. * Effective document control and revision management. * Timely renewal tracking of company legal documents. * Prompt response to client and management requests. * Zero loss of critical project or company records. HSE \& Compliance Responsibilities * Comply with company HSE policies and procedures. * Participate in HSE awareness and training programs. * Maintain safe office practices and report hazards or incidents. * Support compliance with client, statutory, and company requirements. **Employment Type:** Full\-Time **Location:** Head Office **Experience Required:** 3–5 Years (Tendering, Administration, Document Control, or Secretarial Functions) Pay: QAR2,000\.00 \- QAR3,000\.00 per month Work Location: In person