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Main aspects of the job

To provide administrative support to Commercial Services (CS) group and regional sales teams to ensure that a wide variety of services are provided in an effective and efficient manner. 

Main roles and responsibilities

Proposal and tender admin

  • Prepare tender response template in requested format
  • Final proposal and quotation compilation, formatting, proof reading and quality check
  • Preparation of proposal appendices such as CVs, reference list, tender forms etc.
  • Monitor and complete proposal workspace update on intranet with submitted proposal, cost estimate and definition sheet and other related documents
  • Assist with reference list preparation for inclusion in proposals
  • Hard copy submission coordination including printing, binding and shipping
  • Support for integrated or synergistic KBC / Yokogawa proposal as required
  • Coordination with Yokogawa proposal team as required
  • Monitoring client tender / bid portals
  • Completion, submission and uploading of tenders through client portals
CRM (Customer Relationship Management) admin
  • Handle CS awarding process in CRM system and liaison with Finance as required
  • Update proposal issued date, match value in CRM system and launch the proposal workspace
  • Interrogate CRM upon request e.g. preparing spreadsheets for monthly KPIs etc.
  • Answer or coordinate with other experts in the company to answer CRM related queries
  • Conduct CRM training for new users
  • Use YQUOTE system to create quotation to internal Yokogawa entities as and when needed
Contract admin
  • Contract formatting as directed by CS Manager or equivalent
  • Contract filing and uploading to workspace
  • Prepare first draft Service / Software Agreements under appropriate guidance
  • NDA administration, handling and filing

Other sales support

  • Supplier registration / prequalification / expressions of interest coordination
  • Maintain standard CS documents used regularly for prequalification’s and proposals
  • Generate / update weekly Authorization to Start Uncontracted Work (ASUW) list
  • Preparation of sales related letters to clients
  • Maintaining files and agreements for sales agents
  • Work with HR and local partners to help on-board new hires
  • Assist with CS monthly KPIs and preparing data for business development / consulting KPIs
  • Assistant to Commercial Services Manager, EFA and MENA Regions and Global Head of CS
  • Arrange travel as needed for the team
 Position requirements
  • Previous experience in secretarial and / or administrative support in a similar team environment
  • Experienced user of Microsoft Office – Word, Excel, and PowerPoint
  • Excellent communication skills (written / verbal English skills) with the ability to develop relationships with stakeholders at all levels
  • Excellent in formatting word document and reports
  • Excellent at proof reading i.e. good attention to detail is an absolute requirement
  • Able to work well in a team environment under supervision and a willingness to assist others
  • Commercially aware with the ability to understand how individual and team activity impacts the bottom line
  • Flexible with the ability to prioritize and reprioritize due to conflicting demands
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