Senior Document Controller

The Senior Document Controller who will also act as Bid Coordinator will be responsible for proper stakeholder communication and document management for all the pre-contract and post contract documents that will be prepared and submitted by others. The main responsibility is to ensure that documents received and issued are completed and properly prepared.

Responsibilities

• Maintain all commercial and procurement documentation, ensuring accuracy, completeness, and compliance with internal policies and external regulations. Organize and maintain electronic and physical document repositories, including contracts, agreements, purchase orders, and vendor information.
• Coordinate the entire bid process from start to finish. Liaise with internal stakeholders and external stakeholders or bidders to gather necessary information and ensure alignment throughout the bid process. Assemble all necessary documentation for bids, proposals, and tenders, ensuring accuracy, completeness, and compliance with requirements.
• Assist in the preparation and formatting of bid documents, ensuring alignment with requirements and company standards. Edit and format tender documents, ensuring clarity, persuasiveness, and alignment.
• Conduct quality checks on bid submissions to ensure that tender submission requirements are complied.
• Track and monitor bid deadlines and submission requirements, proactively communicating with the bid team to ensure timely completion.
• Maintain a centralized database of bid-related information, including templates, past submissions, competitor analysis, and feedback for continuous improvement.
• Provide administrative support as needed, including scheduling meetings, preparing reports, and performing data entry tasks.
• Establish and maintain an organized system for the control, distribution, and archiving of documents related to vendor prequalification, pre-contract and post contract matters. Ensure that documents are accurately labelled, versioned, and stored securely to prevent unauthorized access or loss of critical information.
• Track the movement and status of documents throughout their lifecycle, including creation, review, approval, distribution, and retrieval. Facilitate easy and efficient retrieval of documents for internal stakeholders, external auditors, or regulatory authorities as needed.
• Ensure compliance with relevant standards, regulations, and organizational policies regarding document management, confidentiality, and data protection. Identify and mitigate risks associated with document control, such as data breaches, loss of critical information, or non-compliance with legal requirements.
• Provide training and support to staff on document management procedures, software tools, and best practices to promote consistency and efficiency.
• Perform additional tasks as assigned by the management. These tasks may not be explicitly stated in this job description but are essential to the overall success of the department and company.

Qualifications

• Bachelor's degree in any relevant field
• 3-4 Years of Experience in business or any administrative role
• Preferred: Experience in tendering and post-contract in construction industry
• Preferred: Experience as Bid Coordinator