Bid Administrator

RSGx Malaysia Sdn Bhd is seeking a detail-oriented Bid Administrator to join our dynamic, diverse and high performing team in an exciting time of growth. This position will be responsible direct administrative support to the Business Analyst and becoming a Subject Matter Expert (SME) in Procore, managing requests from internal and external stakeholders, managing daily emails and portal notification, populating pre-qualification/selection questionnaire contents and ensuring that all documents are properly registered, quality checked and distributed in accordance with company’s policies and procedures.

Key Responsibilities:

• Review EOI (Expression of Interest) and Tender documents to identify the requirements for response;
• Coordinate bid preparation to ensure deadlines are met;
• Support the Project Managers and Bid Coordinators in organising bid team reviews and status meetings;
• Collaborate with cross-functional teams to gather necessary information for EOI and Tender submissions
• Collage materials provided by various departments;
• Ensure corporate consistency across all bid documentations;
• Coordinate the preparation, submission and re iew of the tender process and response;
• Monitor tender subscription website for new opportunities;
• Review and update professional CVs for inclusion in submission;
• Manage and update bid library content;
• Maintain, monitor and update company CRM in accordance with instruction from General Manager and Project Managers;
• Provide any duties directed as required.

Document Control:

• Create, review, and maintain document templates and records;
• Ensure proper filing, indexing, and retrieval of documents;
• Maintain both digital and physical document archives;
• Ensure all documents comply with company policies and standards;
• Monitor and manage document revisions, approvals, and version controls;
• Maintain confidentiality and security of sensitive information;
• Archive and dispose of documents as per retention policies;
• Coordinate with internal teams and external stakeholders for document approvals and submissions;
• Provide document-related support during audits and inspections.

Procore SME:

• Develop in-depth knowledge and expertise in Procore, including its project management and document control functionalities;
• Onboarding and educating new staff of information systems and processes and provide new starter Procore training;
• Troubleshooting user issues and escalation;
• Ensure the platform is used effectively across the organisation;
• Ensure all data and documents within Procore meet compliance standards.
• Regularly update and maintain the system for accuracy and efficiency.

Key Skills & Qualifications:

• Bachelor’s degree in Business Administration, Office Management, or a related field (preferred);
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and document management software;
• Intermediate Excel skill is a must;
• Strong understanding of Procore or willingness to learn and become proficient;
• Familiarity with electronic document control systems;
• Strong organisational and multitasking abilities;
• Excellent communication and interpersonal skills;
• High attention to detail and accuracy;
• Ability to handle confidential information with discretion;
• 2+ years of experience in administration or document control roles;
• Experience with Procore or similar project management platforms is a plus.

Work Environment:

• Full-time position, based in the RSGx Malaysia Sdn Bhd office.
• May require occasional overtime during deadlines, audits, or system updates.