Goal of function: Quotation, Tender and Contract Specialist

Responsible for developing, implementing, and maintaining the organization's quotation, tender, and contract processes to ensure operational efficiency, high-quality service, compliance with company requirements, and maximum profitability.

Key Responsibilities

• Quotation Management

• Process quotation requests and prepare accurate, high-quality quotations within the required timeframe.

• Coordinate, prepare, issue, and maintain quotations in accordance with customer requirements and company policies.

• Maintain complete, accurate, and up-to-date quotation records, databases, and supporting documentation to ensure effective document control and traceability.

• Tender & Bid Management

• Conduct tender searches and coordinate the preparation, compilation, and submission of tender/bid documents, commercial proposals, and pre-qualification documents in compliance with customer requirements and submission deadlines.

• Manage online bidding and e-tendering activities, monitor tender schedules, and follow up on bid submissions.

• Maintain complete, accurate, and up-to-date tender records, filing systems, and related documentation to ensure proper document control and audit readiness.

• Contract Administration

• Prepare and administer sales contracts, agreements, contract amendments, correspondence, and Power of Attorney (POA) documentation for tender submissions, contract execution, and other business purposes.

• Coordinate contract documentation with internal and external stakeholders to ensure compliance with company requirements.

• Maintain complete, accurate, and up-to-date contract files, records, and databases to ensure effective contract administration and document management.

• Bank Guarantee (BG) Administration

• Process Bank Guarantee (BG) requests through the KOMGO platform and Deutsche Bank.

• Prepare, coordinate, and submit all supporting documents related to the issuance, amendment, extension, and return of Bank Guarantees.

• Maintain complete, accurate, and up-to-date Bank Guarantee records and documentation for tracking, compliance, and audit purposes.

• Database & Document Control

• Maintain and update pricing information in SAP (Transaction Code: VK11) to ensure accurate and up-to-date pricing records.

• Maintain and update the vendor pricing database to ensure data accuracy, consistency, and alignment with the FME database.

• Prepare and provide supporting documents as requested by authorized representatives and other relevant stakeholders.

• Maintain complete, accurate, and up-to-date business records, databases, and documentation in accordance with company policies and document control procedures.

• Ensure all documents are properly filed, organized, and readily accessible to support business operations, compliance, and audit requirements.

• Other Responsibilities

Perform other duties and responsibilities as assigned.

Required training and education:

• Bachelor's degree or equivalent.

• Good command of both written and spoken English.

Required professional experience:

• Minimum of 2–3 years of experience in quotation and tender administration, preferably within the medical device, healthcare, or pharmaceutical industry.

• Proven experience in managing the end-to-end tendering process, including tender preparation, bid submission, and tender documentation.

• Experience in contract administration, document control, and database management is an advantage.

• Knowledge of SAP, particularly Price Master Maintenance (T-Code: VK11), is an advantage. Training will be provided for the successful candidate.

Important personal qualities:

• Excellent time management, organizational, and prioritization skills, with the ability to manage multiple tasks, work effectively under pressure, and meet deadlines in a fast-paced environment.

• Proactive, self-motivated, adaptable, detail-oriented, and committed to delivering high-quality work, with the ability to work independently as well as collaboratively within a team.

• Good command of written and spoken English, with effective communication and interpersonal skills.

• Strong organizational, document control, and administrative skills, including quotation management, tender and bid administration, contract administration, record management, and database maintenance.

• Customer-focused with a strong service mindset and the ability to communicate and coordinate effectively with internal and external stakeholders.

• Proficient in Microsoft Office applications, particularly Excel and Word, with strong skills in data entry, document preparation, reporting, and database management.

• Working knowledge of SAP, particularly Price Master Maintenance (T-Code: VK11), is preferred. Training will be provided.

• Strong attention to detail, with the ability to maintain accurate, complete, and up-to-date records, documentation, and databases while ensuring compliance with company policies and procedures.

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