Business Administration

Job Title: Business Administrator

Department: BD & Proposal

Reports To: Business Coordinator

Key Objectives: The Business Administrator provides administrative and coordination support to the Business Development team. The role is responsible for assisting with quotations, proposal submissions, customer registrations, tender administration, document preparation, data management, and ERP system updates. The position works closely with internal departments to ensure timely and accurate submission of business development documentation.

Main Activities

1. Proposal & Tender Administration

• Assist in preparing and compiling quotations, proposals and tender submissions.
• Coordinate collection of supporting documents from internal stakeholders.
• Ensure proposal and tender documents are submitted accurately and within deadlines.
• Maintain proposal and tender trackers.
• Organize and archive tender and proposal documentation.

2. Business Development Support

• Provide administrative support to Business Development Team.
• Monitor customer procurement portals such as GeBIZ and client vendor portals for tender opportunities.
• Assist in customer onboarding, vendor registration and pre-qualification activities.
• Prepare business development reports and presentations.
• Support customer meetings and business events.

3. Quotation & Estimation Support

• Support and assist in estimation.
• Prepare standard quotations using approved pricing templates.
• Assist with gathering costing information from inter-departments and suppliers.
• Update quotation trackers and maintain pricing records.
• Support Business Development team in preparing commercial submissions.

4. ERP Administration

• Create Prospects, RFQs, quotations and sales orders in ERP system.
• Update customer records and opportunity pipelines.
• Maintain accurate data and reports within ERP systems.

5. General Administration

• Coordinate meetings and maintain department records
• Prepare internal reports and presentations.
• Support document control and record management activities.
• Handle general correspondence and customer requests.

Qualifications/Experience

• Diploma in Business Administration, Marketing, Engineering, or related discipline.
• 1 to 3 years of administrative, sales support, customer service or business support experience.
• Fresh diploma graduates with strong administrative skills may be considered.
• Experience in estimation (Scaffold, Insulation and Painting Trade Services), supporting quotations, tenders or proposals will be an advantage.
• Proficient in Microsoft Excel, Word and PowerPoint.
• Comfortable working with spreadsheets and data entry.
• Good document formatting and presentation skills.

Key Relationship - Internal Stakeholders

• Commercial Manager
• Business Development Team
• Operations Team
• Procurement Team
• Finance Team