Lead Tender Executive

1 Tender Opportunities and Document Collection • Act as the single point of contact for tender invitations, RFPs and RFQs; monitor public and private tender advertisements daily. • Circulate relevant opportunities to division heads for review and decisions on tender participation. • Initiate approved tender fee requests, coordinate document purchases or downloads, and distribute complete tender documents to the relevant teams. 2 Tender Planning and Departmental Coordination • Maintain a master tender register covering the responsible division, closing date, bond requirements, key milestones and submission status. • Set and track internal deadlines for technical inputs, dry costing, management reviews and final submission in line with company policy. • Follow up with departments on outstanding inputs, maintain document revision control, and escalate delays or compliance gaps to management. 3 Tender Bonds • Initiate tender bond requests with the relevant divisions and Finance, confirming the client’s required amount, beneficiary, format and validity. • Coordinate bond issuance and collection, and arrange submission with the tender or separately as required by the client. • Track bond expiry dates and coordinate extensions, release or return with Finance and the relevant division. 4 Technical and Commercial Tender Preparation • Assist divisions in compiling technical proposals, company credentials, project experience, personnel and equipment details, and required technical and QHSE documents. • Coordinate with estimators to obtain completed dry costing and follow up on supplier and subcontractor quotation inputs and outstanding pricing clarifications. • Coordinate with the Legal Department for tender inputs, review of contractual terms and required clarifications, and incorporate approved legal comments into the submission. • Schedule management reviews to obtain approval of overheads and profit (OH&P), final pricing and commercial qualifications before submission. • Prepare the final commercial submission, including bid forms, bills of quantities and pricing schedules, using approved figures and client templates. 5 Tender Submission • Create and maintain submission checklists; collate and review all documents for completeness, signatures, stamps, validity and compliance with tender instructions. • Arrange correct separation, packaging and labelling of technical and commercial submissions, or prepare portal uploads in the prescribed format. • Submit tenders before the closing deadline, obtain the acknowledgement of receipt (AOR) or portal confirmation, and circulate it to relevant BAH stakeholders. 6 Client Communication and Follow Up • Manage tender correspondence with client procurement teams, including clarifications, site visits, addenda and extension requests; circulate updates and track required actions. • Coordinate post-submission responses and clarification meetings with the relevant teams, and support the handover of awarded tenders to the responsible division. 7 Prequalification and Vendor Portal Management • Coordinate company registrations and maintain vendor profiles on QatarEnergy and other government, semi-government and private client portals. • Assist divisions in preparing prequalification and vendor onboarding submissions, coordinating corporate, financial, technical and QHSE inputs with the responsible departments. • Monitor registration status, company classifications and document expiry dates; obtain updated credentials and coordinate renewals to maintain bidding eligibility. 8 Records and Management Reporting • Maintain a controlled archive of tender documents, addenda, correspondence, approvals, submitted bids and receipt acknowledgements, protecting confidential commercial information. • Provide management with regular updates on upcoming deadlines, active tenders, submissions, results and outstanding actions. • Bachelor’s degree in Civil Engineering , Construction Management or a related discipline. • At least five years of relevant tendering or proposal coordination experience within contracting; Qatar or GCC experience is preferred. • Familiarity with civil, infrastructure, fit-out and oil and gas tenders, including technical and commercial submissions, tender bonds, prequalification and e-tendering portals. • Strong written communication, coordination, problem-solving and document control skills, with proficiency in Microsoft Word, Excel and PDF tools and the ability to manage multiple deadlines.