Administrative Assistant – Tender & Quotation Department

About the role

The Administrative Assistant supports the Tender & Quotation Department by ensuring accurate record‑keeping, handling supplier and customer communications, and preparing formal correspondence and reports. The role also contributes to tender submission packages and helps maintain the department’s document and data infrastructure.

Key responsibilities

• Enter commercial and transactional data into Microsoft Dynamics 365 Business Central within one working day of each transaction.
• Maintain the sales input‑request log and quotation follow‑up schedule; generate weekly aged‑quotation reports and flag issues.
• File, scan, archive and version‑control all departmental documents following the approved naming convention.
• Build and update the product knowledge library (brochures, IFUs, specifications) and the supplier database.
• Contact suppliers and customers to follow up on quotations, pending documents, and delivery confirmations; manage department mailboxes and hotline.
• Draft business letters, emails, tender cover letters, no‑quote responses, and clarification requests in English and French.
• Collate and verify supporting documents for tender submissions and assist with training materials, SOP updates, and general administrative support for the Head of Compliance.

Required profile

• Higher School Certificate (HSC) or equivalent.
• Fluent written and spoken English and French.
• Minimum 2 years of administrative experience in a commercial or professional services environment.
• Intermediate proficiency with Microsoft Office (Word, Excel, Outlook).

Required skills

• Microsoft Dynamics 365 Business Central (or equivalent ERP).
• Microsoft Office suite (Word, Excel, Outlook).