Quotation, Tender and Contract Specialist

Goal of function:

Responsible for developing, implementing, and maintaining the organization's quotation, tender, and contract processes to ensure operational efficiency, high-quality service, compliance with company requirements, and maximum profitability.

Key Responsibilities

1. Quotation Management

• Process quotation requests and prepare accurate, high-quality quotations within the required timeframe.
• Coordinate, prepare, issue, and maintain quotations in accordance with customer requirements and company policies.
• Maintain complete, accurate, and up-to-date quotation records, databases, and supporting documentation to ensure effective document control and traceability.

2. Tender & Bid Management

• Conduct tender searches and coordinate the preparation, compilation, and submission of tender/bid documents, commercial proposals, and pre-qualification documents in compliance with customer requirements and submission deadlines.
• Manage online bidding and e-tendering activities, monitor tender schedules, and follow up on bid submissions.
• Maintain complete, accurate, and up-to-date tender records, filing systems, and related documentation to ensure proper document control and audit readiness.

3. Contract Administration

• Prepare and administer sales contracts, agreements, contract amendments, correspondence, and Power of Attorney (POA) documentation for tender submissions, contract execution, and other business purposes.
• Coordinate contract documentation with internal and external stakeholders to ensure compliance with company requirements.
• Maintain complete, accurate, and up-to-date contract files, records, and databases to ensure effective contract administration and document management.

4. Bank Guarantee (BG) Administration

• Process Bank Guarantee (BG) requests through the KOMGO platform and Deutsche Bank.
• Prepare, coordinate, and submit all supporting documents related to the issuance, amendment, extension, and return of Bank Guarantees.
• Maintain complete, accurate, and up-to-date Bank Guarantee records and documentation for tracking, compliance, and audit purposes.

5. Database & Document Control

• Maintain and update pricing information in SAP (Transaction Code: VK11) to ensure accurate and up-to-date pricing records.
• Maintain and update the DKSH pricing database to ensure data accuracy, consistency, and alignment with the FME database.
• Prepare and provide supporting documents as requested by authorized representatives and other relevant stakeholders.
• Maintain complete, accurate, and up-to-date business records, databases, and documentation in accordance with company policies and document control procedures.
• Ensure all documents are properly filed, organized, and readily accessible to support business operations, compliance, and audit requirements.

6. Other Responsibilities

Perform other duties and responsibilities as assigned.

Required training and education:

• Bachelor's degree or equivalent.
• Good command of both written and spoken English.

Required professional experience:

• Minimum of 2–3 years of experience in quotation and tender administration, preferably within the medical device, healthcare, or pharmaceutical industry.
• Proven experience in managing the end-to-end tendering process, including tender preparation, bid submission, and tender documentation.
• Experience in contract administration, document control, and database management is an advantage.
• Knowledge of SAP, particularly Price Master Maintenance (T-Code: VK11), is an advantage. Training will be provided for the successful candidate.

Important personal qualities:

• Excellent time management, organizational, and prioritization skills, with the ability to manage multiple tasks, work effectively under pressure, and meet deadlines in a fast-paced environment.
• Proactive, self-motivated, adaptable, detail-oriented, and committed to delivering high-quality work, with the ability to work independently as well as collaboratively within a team.
• Good command of written and spoken English, with effective communication and interpersonal skills.
• Strong organizational, document control, and administrative skills, including quotation management, tender and bid administration, contract administration, record management, and database maintenance.
• Customer-focused with a strong service mindset and the ability to communicate and coordinate effectively with internal and external stakeholders.
• Proficient in Microsoft Office applications, particularly Excel and Word, with strong skills in data entry, document preparation, reporting, and database management.
• Working knowledge of SAP, particularly Price Master Maintenance (T-Code: VK11), is preferred. Training will be provided.
• Strong attention to detail, with the ability to maintain accurate, complete, and up-to-date records, documentation, and databases while ensuring compliance with company policies and procedures.