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Bidding and Documentation Officer

Department:
Sales & Marketing
Position Type:
Full-Time
Location:
Iloilo City, Philippines
We are seeking a highly organized and detail-oriented Bidding and Documentation Officer to join our Sales and Marketing team. In this crucial role, you will be responsible for managing all documentation processes related to our bidding and project operations. Your expertise will ensure the accurate creation, review, and submission of bid documents in collaboration with multiple departments. This position requires a proactive approach, excellent organizational skills, and a strong understanding of the bidding process to enhance our company's ability to secure new projects and contracts efficiently. Join us to be a key player in driving our projects' success from inception to completion.


Core Responsibilities

  1. Bidding Process Management:
    • Monitor and Analyze Bids: Regularly check platforms like Philgeps to identify and evaluate potential bidding opportunities.
    • Document Preparation: Lead the creation and review of technical estimates and eligibility documents necessary for bid submissions together with the Engineering Team.
    • Pre-sales Engagement: Attend pre-bid meetings and site inspections and collaborate with contractors to negotiate and finalize contracts.
    • Document Procurement and Submission: Manage the acquisition of bidding documents and ensure meticulous completion and timely submission of all bid documents.
    • Lead Coordination: Assign leads to Liaison Officers and monitor the progression of bids.
  2. Post-Bidding Coordination:
    • Meeting Organization: Arrange and participate in post-qualification meetings with clients.
    • Document Processing: Collect, notarize, and manage post-bid documents, including Notices of Award, Contracts, and Notices to Proceed.
    • Bond Coordination: Liaise with insurance agencies for the processing of bonds related to bids.
    • Record Keeping: Maintain up-to-date records of bid outcomes, ensuring all documents are accurately filed and accessible.
  3. Operational Support:
    • Project Mobilization Assistance: Support the coordination of materials, staff, and equipment setup with operations and purchasing departments.
    • Project Initiation: Aid in project kick-off by ensuring smooth transition and handover to the project in-charge.
    • Documentation: Manage and archive photographic records of projects at various stages for documentation and billing purposes.
  4. Post Project Implementation:
    • Project Closure: Assist in the formal closure of projects and compilation of lessons learned.
    • Retention and Compliance: Secure final completion certificates and manage the release of retention documents for use in future bids.

Other Responsibilities

  • Support Across Teams: Provide documentation support to sales and operations teams throughout the project lifecycle.
  • Process Improvement: Collaborate with various departments to optimize documentation workflows for better efficiency and compliance.

Qualifications

  • Education: Bachelor’s degree in business administration, Engineering, or a related field.
  • Experience: Minimum of 3 years in bidding management or a similar role, preferably within the construction or project-based industry.
  • Technical Skills: Proficiency in MS Office Suite, especially Excel and Word.
  • Regulatory Knowledge: Strong understanding of the bidding process and compliance with regulatory standards GPPB.
  • Professional Skills: Excellent communication, organizational skills, and attention to detail. Ability to manage tight deadlines and work under pressure.


  

Apply Now!