Business Development & Tender Department Administrative Assistant

Egis is a leading global consulting and engineering firm dedicated to shaping sustainable and innovative solutions for the built environment. With a rich history spanning over 50 years, Egis has established itself as a trusted partner in delivering high-quality projects across various sectors, including transportation, urban development, water, environment, and energy. Headquartered in France, Egis operates in over 100 countries, with a diverse team of more than 20,000 professionals committed to excellence and innovation.

Egis Thailand:

In Thailand, Egis has a strong presence with a dedicated office located in Bangkok, serving as the regional headquarters for our Transportation activities in Asia. Our Bangkok office is a hub of innovation and excellence, bringing together a team of highly skilled professionals who are committed to delivering exceptional engineering and consultancy services tailored to the needs of the Asia region. We leverage our global expertise and local knowledge to address the unique challenges and opportunities within Thailand and Asia.

At Egis Thailand, we are driven by a strong commitment to sustainability and social responsibility. We strive to create value for our clients and communities by integrating environmental, economic, and social considerations into our projects. Our mission is to design and implement solutions that enhance the quality of life, promote economic growth, and protect the environment.

Join Egis Thailand and be part of a dynamic and forward-thinking organization that values creativity, collaboration, and continuous learning. Together, we can build a better future for generations to come.

We are seeking an organized and efficient BD & Tender Department Administrative Assistant to join our team in Bangkok, Thailand. In this role, you will provide crucial administrative support to our Business Development and Tendering Department, ensuring smooth operations and contributing to the success of our bidding processes. This role focuses on managing administrative tasks related to both department operations and tender processes, ensuring smooth coordination and efficient workflow.

Key Responsibilities:

Department Administration:

1. Business Travel: Organize business trips for department staff, including booking flights, accommodations, and transportation.
2. Event Organization: Plan and coordinate company events, including business exhibitions and other corporate functions.
3. Expense Management: Assist with expense claim submissions.
4. External Communications Register: Maintain and update records of external communications.
5. Team Agenda & Scheduling: Manage the agenda of the team, including business meetings, internal reviews, and holiday tracking.
6. Coordinate Meetings: Schedule appointments and manage calendars for department managers.
7. Meeting Minutes & Reports: Prepare and distribute meeting minutes, reports, and other documents as required.

Tender Administration:

1. Data Management & Document Control: Set up and maintain trackers, shared folders, and access rights; manage document filing, distribution, and archiving.
2. Bid Documents Tracking: Ensure timely tracking, formatting, and proofreading of bid documents.
3. Bid Register Management: Establish, update, and maintain a centralized bid register to track ongoing and past bids.
4. Tender Document Preparation: Assist in the preparation and compilation of tender documents, ensuring accuracy and completeness.
5. Liaison: Liaise with internal departments and external stakeholders to gather necessary information for tenders.
6. Presentations & Proposals: Assist in the creation and formatting of presentations and proposals.
7. Customer Relationship Managment (CRM) Data Entry: Handle data entry tasks and maintain up-to-date records in Commerical databases.
8. Deadline Support: Support the team in meeting deadlines by prioritizing tasks and managing time effectively.

- Bachelor's degree in Business Administration, or a related field (preferred).
- 1-3 years of administrative experience, preferably in a Business Development or Tender department.
- Strong organizational and time-management skills, with the ability to handle multiple priorities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and document management tools.
- Excellent written and verbal communication skills in English.
- Keen attention to detail and accuracy in document preparation.
- Demonstrated time management skills and ability to meet deadlines.
- Experience with data entry and database management.
- Efficient filing and record-keeping skills.
- Knowledge of business development environment (preferred).
- Experience with tender documentation and processes (preferred).
- Ability to work independently and as part of a team.
- Professional demeanor and strong interpersonal skills.
- Adaptability and willingness to learn new skills and processes.

The administrative assistant will be part of an international and multicultural team, collaborating with colleagues from diverse backgrounds and experiences. This dynamic role will involve collaborating on a daily basis with regional business operations across various countries, including Taiwan, Indonesia, the Philippines, Singapore, Hong Kong as well as Europe.