Project Administrator – Engineering, Tender Support

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Assess incoming requests for quotations and tender documents by establishing electronic folders, working files, registers, and administrative controls.

• Create equipment and cost sheets for estimators, ensuring that tender templates and accompanying documentation are complete.

• Conduct initial administrative evaluations of customer terms, conditions, and contract documents.

• Prepare suggested spare-parts lists for pumps and equipment for review by estimators.

• Maintain organized tender and project files in SharePoint with consistent naming conventions and version control.

• Assist estimators with tender administration, submission requirements, schedules, registers, and non-engineering proposal tasks.

• Compile customer documentation following project awards, which includes manuals, lubrication schedules, data sheets, pump curves, spare-parts information, and supplier records.

• Retrieve current approved documentation from suppliers and internal libraries.

• Format, assemble, and perform quality checks on project documents to ensure they meet specifications, contract requirements, and submission deadlines.

• Submit documentation for technical review and incorporate any necessary changes before external distribution.

• Create and oversee package tasks in Microsoft Planner, track due dates, and prioritize work based on deadlines.

• Collaborate with estimators, operations staff, suppliers, and stakeholders to address any missing information and risks associated with deadlines.

• Independently manage workloads across multiple tenders and awarded projects while keeping progress records.

• Expand knowledge of pumps, mechanical equipment, spare parts, and estimating processes.

• Contribute to enhancements in tender and documentation workflows.

• Carry out other duties as required at the position level.

⛳️ Requirements

• A Bachelor’s degree in Mechanical Engineering, Engineering Technology, Project Management, Business Administration, or a related field is mandatory.

• At least 3 years of experience in project administration, tender support, estimating support, engineering administration, or a comparable technical coordination role is required.

• Proven ability to interpret structured tender documents, customer requirements, terms and conditions, and technical data is essential.

• Proficiency in Microsoft 365, including Excel, Word, Teams, SharePoint, and Planner, is a must.

• Strong skills in document formatting, file management, naming conventions, version control, and data quality are necessary.

• Exceptional attention to detail with the capability to identify missing, inconsistent, or inaccurate information before submission is crucial.

• Strong organizational and time-management abilities, with the capacity to handle a high volume of concurrent tenders, projects, and customer deadlines, are vital.

• Ability to work remotely and independently, taking ownership of assigned tasks while communicating promptly when assistance or clarification is needed is essential.

• Strong written and verbal communication skills, along with the ability to effectively coordinate with estimators, suppliers, operations teams, and other stakeholders, are critical.

• Experience in supporting requests for quotations, tenders, proposals, equipment schedules, costing templates, or post-award documentation is highly valued.

• Mechanical aptitude or experience in supporting pumps, rotating equipment, mining, industrial, manufacturing, or engineering operations is advantageous.

• Experience in compiling manuals, data sheets, equipment schedules, spare-parts lists, or other customer-facing technical documentation is a plus.

• A desire to build technical product knowledge and potentially advance into estimating or broader project-support roles is highly regarded.

🏝️ Benefits

• Work from home

• Mon - Fri: 7:00 AM – 4:00 PM PHT (adjustments will be made for daylight saving time)

• HMO with 2 free dependents and medical reimbursements

• Government-mandated benefits

• Opportunities to work with leading companies in Australia and beyond

• Training programmes for career development

• Engaging company outings, team activities and wellness sessions

• Supportive, inclusive culture

• Dedicated managers focused on your growth and success

• Competitive pay and benefits

• Additional entitlements

• Structured career development programs

• Equal opportunity, culturally diverse and inclusive workplace