Document Controller

Role Overview

Seeking a skilled Tender and Document Controller to oversee the comprehensive coordination and management of documentation related to tenders, bids, pre-qualifications, and vendor registrations. The preferred candidate will bring over five years of experience in structured environments such as engineering, technology, systems integration, ICT, ELV, or contracting sectors, particularly within Saudi Arabia. This role demands meticulous document control, excellent organizational skills, strong deadline management, and proficiency with Saudi client, government, and procurement portals.

Responsibilities

• Log, receive, and monitor all tender-related documents including RFPs, RFQs, addenda, and clarifications.
• Create tender checklists, compliance trackers, and submission schedules.
• Collaborate with Pre-Sales, Engineering, Procurement, and Finance departments to gather required documents:
  • Technical: submittals, drawings, BOQs, method statements, and schedules.
  • Commercial: offers, forms, and declarations.
• Assemble, format, and conduct quality assurance on complete tender packages consisting of technical and commercial documents.
• Submit tenders by uploading them onto client and government portals.
• Maintain a well-organized digital filing system tracking all documents and their revisions.
• Control document versions and transmittals to ensure usage of only the most current approved files.
• Manage company pre-qualification and vendor registration documentation on necessary portals.
• Handle formal communication with clients and consultants regarding tender inquiries and clarifications.
• Prepare regular tender status reports outlining submissions, pending bids, awards, and losses, and assist in audits with thorough documentation.

Qualifications and Skills

• Minimum of 5 years’ experience in Tender Management, Bid Coordination, or Document Control roles.
• Proven background in ICT, systems integration, ELV, engineering, or technological solutions sectors.
• Expertise in managing both technical and commercial tender documentation.
• Familiarity with Saudi Arabian government and client tender/procurement portals.
• Advanced proficiency in Microsoft Office suite and PDF/document handling tools.
• Exceptional attention to detail, organizational skills, ability to follow up, and manage multiple deadlines effectively.
• Bachelor’s degree in Business Administration, Engineering, Information Technology, or a related discipline.