Administration Specialist

Responsibilities

• Prepare and manage bids, ensuring all necessary documents are collected, reviewed, and presented in a timely and professional manner. This includes gathering data, specifications and supporting materials.
• Conduct research on potential clients, competitors, and market trends is to create competitive and relevant bid proposals that reflect the company's strategic approach and value proposition.
• Ensure that all bids adhere to client requirements, company standards, and regulatory guidelines, reviewing all documents for accuracy, completeness, and consistency before submission.
• Assist with evaluating feedback from clients, tracking the status of bids, and preparing reports on bid outcomes to improve future bidding strategies and identify areas for improvement.
• Registering and handling different procurement portals such as Ariba and Oracle for bid monitoring and submission and invoice uploading.
• Make travel arrangements / inspections for team members such as booking flights, cars, hotel reservations, and corresponding Visas
• Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
• Prepare and draft letters, reports, agendas, and papers for meetings.
• Inputs and updates information in databases and spreadsheets.
• Assist in data entry, generating reports, and compiling information as required by the team.
• Assist in drafting and collating pitching material.
• Support team members with MS Word, PowerPoint, Excel and Adobe Acrobat (PDF) based tasks.
• Ensure reports and outputs are in line with formatting standards.
• Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
• Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
• Prepare precise targeted e-marketing emails.
• Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
• Arrange and execute post and courier services.
• Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
• Handle computer/database (KF Database, Contacts Register, Hub).
• Manage the companyu2019s profile in the Taqeem portal, uploading all approved report by Service Line Head on monthly basis.
• Maintain correct contact information on People Search for the department.
• Other tasks as required.