About the Role
We're looking for an organised, proactive Associate to support our end-to-end business operations across tender management, business development, marketing, and office administration. You'll coordinate cross-functional tasks, keep documentation airtight, and help drive growth initiatives while keeping the office running smoothly.
Key Responsibilities
- Tender Management (primary)
- Track RFIs/RFQs/RFPs and maintain a live bid calendar; run bid/no-bid assessments with stakeholders.
- Own tender documentation: requirement mapping, compliance matrix, forms, formatting, signatures/seals, annexes, and portal submissions.
- Coordinate inputs from Technical, Finance, Legal, and HR; ensure all mandatory docs (COI, profiles, case studies, CVs, forms) are current.
- Prepare standard packs (company profile, project references, CV library) and maintain a version-controlled repository.
- Log outcomes, conduct post-mortems, and update a win-loss database.
- Research prospects, build target lists, and qualify leads; keep CRM data clean and up to date.
- Coordinate outreach, meetings, and demos; prepare decks, proposals, and MoUs/SOWs with guidance.
- Track pipeline, generate weekly BD reports (coverage, stages, probabilities), and follow up on action items.
- Support partner/channel onboarding and simple vendor registrations.
- Execute a basic content calendar (LinkedIn/website/email): write posts, case snippets, and light design edits.
- Prepare sales collateral (one-pagers, datasheets, pitch slides) and keep them versioned.
- Assist with webinars/events: invites, registrations, venue/vendors, and post-event follow-ups.
- Pull simple analytics (impressions, CTR, form fills) and recommend quick optimisations.
- Front-office support: meeting scheduling, minutes, travel bookings, and expense claims collation.
- Vendor & asset administration: PR/PO support, simple vendor sourcing/quotes, inventory lists, and petty cash logs.
- Basic HR/admin support: onboarding checklists, access requests, policy acknowledgements, and training attendance records.
- Ensure document hygiene: consistent naming, foldering, and retention.
- Ad-hoc Operations Support
- Data cleaning and spreadsheet work for reports/dashboards.
- Process documentation (SOPs/checklists), UAT coordination, and compliance pack assembly.
- Other reasonable tasks to support smooth day-to-day business operations.
Qualifications
- Bachelor's in Business/Management/Marketing/Administration or related; Diploma with strong experience considered.
- Entry level in operations/admin/BD/marketing or tender support (fresh grads welcome).
- Excellent written & verbal communication in English and Malay; Mandarin a plus.
- Strong Excel/Google Sheets (lookups, pivots), PowerPoint/Slides, and document formatting skills.
- Familiarity with CRM and Canva/PowerPoint will be an added advantage.
Competencies
- Detail-obsessed and deadline-reliable (you catch document gaps before they become issues).
- Structured organiser with strong follow-through and stakeholder coordination.
- Business-writing clarity, basic copyediting, and presentation sense.
- Learning agility; comfortable switching between admin tasks and growth projects.
- High integrity and discretion handling confidential information.
Success Metrics (KPIs)
- Tender discipline: 100% on-time submissions; 1% admin/compliance errors.
- Pipeline hygiene: 100% of active deals updated weekly; 3 coverage target.
