Tendering Department Coordinator (Malta)

Tendering Department Coordinator (Malta)

Our client is a top Fire & Security firm in Malta, they are looking for a Tendering Department Coordinator for their Birkirkara HQ.

Primary Purpose:  To act as the department first point of contact with people from both inside and outside the organisation, work closely with the Departmental Manager by providing administrative support and compiling reports whilst helping the department members by sorting and registering requests as well as finalizing, compiling, sending and scheduling delivery of tenders and proposals.

Duties & Responsibilities

• Devising and maintaining office systems, including data management and filing;
• Screening phone calls and enquiries, and handling them appropriately;
• Meeting and greeting visitors at all levels of seniority;
• Assisting in Tenders & Proposals submissions and processes;
• Carrying out background research and presenting findings;
• Liaising with clients, suppliers and other staff;
• Carrying out specific projects and research;
• Understand the organisation’s aims and objectives;
• Producing documents, briefing papers, reports and presentations;
• Taking on some of the manager’s responsibilities and working more closely with management;
• Deputizing for the manager, making decisions and delegating work to others in the manager’s absence;
• Know who key personnel are (both external and internal);
• Being involved in decision-making processes;
• Attending any training provided by the Company and sit for the respective assessments accordingly;
• Any other duties as may be necessary from time to time;

Attributes

• Discretion and confidentiality;
• Planning, organisation and time management skills;
• Must be flexible and adaptable, able to react quickly when facing obstacles;
• Stress shouldn’t be a factor to prevent him/her from taking the right decision
• Ability to follow directions and Company strategy;
• Strong sense of leadership and learning orientation;
• Excellent interpersonal and presentation skills for both individually and in groups;
• Ability to take an initiative and act on what’s required;
• Project management skills including flexibility and prioritization of tasks;

Requirements

• Preferably a minimum MQF Level 5 Diploma in Business Administration or a related subject;
• Excellent written and oral proficiency in both English and Maltese;
• Minimum of 2 years experience within a similar role;
• Strong proficiency with the Internet, Microsoft Office and multi-media/video tools;