Position Summary
We are seeking a proactive and highly organised professional to join our team as Office, Tender & Document Control Manager. This multifaceted role combines office administration, bid/tender management, and document control, with a strong focus on supporting multidisciplinary architecture, engineering, and construction (AEC) projects, particularly in the hospitality sector. The ideal candidate will ensure seamless operations across the office, manage high-quality bid submissions, and maintain robust documentation systems that support design workflows, compliance, and collaboration.
Key Responsibilities
1. Office Management
- Oversee day-to-day administrative operations to maintain an efficient and well-functioning office.
- Coordinate internal communications, scheduling, and travel arrangements.
- Manage office supplies, vendor coordination, and maintenance services.
- Maintain physical and digital filing systems in line with company procedures.
- Ensure compliance with workplace health, safety, and regulatory standards.
2. Tender & Bid Management
- Identify relevant tender opportunities from online portals and networks.
- Analyse RFPs, ITTs, and PQQs to assess requirements and create submission strategies.
- Coordinate technical, financial, and legal inputs for bid documents.
- Prepare, review, and format submissions to ensure compliance and quality.
- Maintain a bid library (templates, case studies, standard responses) for efficiency.
- Track bid outcomes and conduct post-bid reviews to capture lessons learned.
3. Document Control
- Develop, implement, and maintain document control processes in line with ISO, QA/QC, and internal standards.
- Manage both digital and physical Document Management Systems (DMS/EDMS), preferably Aconex.
- Monitor document flows, including submittals, transmittals, approvals, and revisions.
- Maintain accurate logs of drawings, RFIs, reports, minutes of meetings, and correspondence.
- Ensure strict version control, numbering protocols, and traceability across all documentation.
- Liaise with internal teams and external consultants, contractors, and vendors.
- Support BIM and technical teams by integrating document control processes with platforms such as AutoCAD, Revit, and BIM 360.
- Conduct periodic audits to ensure document integrity and compliance.
Desirable Skills
- Previous experience in hospitality projects or large-scale design/engineering consultancies.
- Familiarity with BIM workflows, AutoCAD, Revit, and BIM 360.
- Strong typing, editing, and data organisation skills.
- Ability to handle confidential data and maintain document security protocols.
- Bachelor’s degree in Business Administration, Engineering, Architecture, or related field.
- 2–5 years of proven experience in document control, tender/bid coordination, or office administration within AEC or design consultancy sectors.
- Hands-on experience with MS Office and Excel.
- Familiarity with Electronic Document Management Systems (EDMS), preferably Aconex.
- Knowledge of ISO standards, QA/QC procedures, and compliance processes.
- Experience preparing bids/tenders and managing deadlines under pressure.
- Strong communication, coordination, and organisational skills with exceptional attention to detail.
- Fluency in English (written and spoken).