Sr. Executive-Admin & Tender

Job Summary
We are seeking a detail-oriented and proactive professional to manage tender processes and coordinate travel and administrative functions within our organization. The successful candidate will be responsible for monitoring tender advertisements, collaborating with senior management on pricing and contract matters, and ensuring timely follow-up on tenders, inquiries, contracts, and outstanding payments. This role also involves arranging domestic and international travel, handling visa documentation, maintaining governance schedules, processing invoices, and supporting senior leadership with various administrative tasks. The position requires excellent organizational skills, strong communication, and the ability to work closely with multiple departments to ensure smooth operations.

Key Responsibilities
- Monitor tender advertisements from newspapers, the Public Procurement Regulatory Authority (PPRA), and other relevant sources to identify opportunities.
- Work closely with the General Manager Operations and Manager Costing to establish competitive pricing strategies for tenders and inquiries.
- Maintain regular follow-up with customers regarding open tenders, inquiries, contracts, and pending payments to ensure timely closure.
- Obtain necessary signatures on tenders and contracts from the Chief Executive Officer to facilitate approvals.
- Create and manage WhatsApp groups dedicated to queries, tenders, contracts, repairs, and newly developed products to streamline communication.
- Coordinate domestic and international air travel arrangements, including booking tickets and managing visa documentation for employees.
- Maintain governance schedules to guarantee timely submission of reports, assessments, and updates in compliance with organizational standards.
- Process invoices received from travel agents and ensure prompt payment.
- Collaborate with the administration team to facilitate all travel, visa, and related administrative tasks efficiently.
- Register senior management for conferences, expos, and other professional events to support organizational representation.
- Supervise and prepare documentation required for the renewal of registrations and indexations with relevant departments and institutes, including organizing team visits as necessary.
- Execute day-to-day assignments and special projects as directed by the CEO, Deputy CEO, Chairman, and Director, demonstrating flexibility and responsiveness.

Required Qualifications
- Bachelor’s degree or higher (Graduation or Master’s level) from a recognized institution.
- 1 to 3 years of relevant experience in tender management, travel coordination, or administrative roles.
- Proficiency in Microsoft Office applications (Word, Excel, Outlook) and comfortable with web browsing for research and communication.
- Familiarity with SAP or other ERP systems is an advantage but not mandatory.
- Candidates must be residents of Lahore to be considered for this position.

This is a full-time, on-site role that demands meticulous attention to detail, excellent organizational abilities, and strong interpersonal skills. Only candidates whose qualifications and experience closely match the requirements will be contacted for further consideration.