Office, Tender & Document Control Manager

Position Summary

We are seeking a proactive and highly organised professional to join our team as Office, Tender & Document Control Manager. This multifaceted role combines office administration, bid/tender management, and document control, with a strong focus on supporting multidisciplinary architecture, engineering, and construction (AEC) projects, particularly in the hospitality sector. The ideal candidate will ensure seamless operations across the office, manage high-quality bid submissions, and maintain robust documentation systems that support design workflows, compliance, and collaboration.

Key Responsibilities

1. Office Management

• Oversee day-to-day administrative operations to maintain an efficient and well-functioning office.

• Coordinate internal communications, scheduling, and travel arrangements.

• Manage office supplies, vendor coordination, and maintenance services.

• Maintain physical and digital filing systems in line with company procedures.

• Ensure compliance with workplace health, safety, and regulatory standards.

2. Tender & Bid Management

• Identify relevant tender opportunities from online portals and networks.

• Analyse RFPs, ITTs, and PQQs to assess requirements and create submission strategies.

• Coordinate technical, financial, and legal inputs for bid documents.

• Prepare, review, and format submissions to ensure compliance and quality.

• Maintain a bid library (templates, case studies, standard responses) for efficiency.

• Track bid outcomes and conduct post-bid reviews to capture lessons learned.

3. Document Control

• Develop, implement, and maintain document control processes in line with ISO, QA/QC, and internal standards.

• Manage both digital and physical Document Management Systems (DMS/EDMS), preferably Aconex.

• Monitor document flows, including submittals, transmittals, approvals, and revisions.

• Maintain accurate logs of drawings, RFIs, reports, minutes of meetings, and correspondence.

• Ensure strict version control, numbering protocols, and traceability across all documentation.

• Liaise with internal teams and external consultants, contractors, and vendors.

• Support BIM and technical teams by integrating document control processes with platforms such as AutoCAD, Revit, and BIM 360.

• Conduct periodic audits to ensure document integrity and compliance.

Desirable Skills

• Previous experience in hospitality projects or large-scale design/engineering consultancies.

• Familiarity with BIM workflows, AutoCAD, Revit, and BIM 360.

• Strong typing, editing, and data organisation skills.

• Ability to handle confidential data and maintain document security protocols.

Requirements

• Bachelor’s degree in Business Administration, Engineering, Architecture, or related field.

• 2–5 years of proven experience in document control, tender/bid coordination, or office administration within AEC or design consultancy sectors.

• Hands-on experience with MS Office and Excel.

• Familiarity with Electronic Document Management Systems (EDMS), preferably Aconex.

• Knowledge of ISO standards, QA/QC procedures, and compliance processes.

• Experience preparing bids/tenders and managing deadlines under pressure.

• Strong communication, coordination, and organisational skills with exceptional attention to detail.

• Fluency in English (written and spoken).

Benefits

TGP International Employee Benefits:

Five-Day Work Week: Standard Monday to Friday schedule.

Hybrid Work Arrangement: Three days in the office and two days working remotely.

Incentive Plan: Company incentive scheme offering up to 10%—5% for introductions and 5% for successful closures.

Annual Leave: 22 working days of paid annual leave, excluding weekends.

Remote Work Flexibility: One additional week per year to work remotely from your home country, which can be combined with up to two consecutive weeks of annual leave.

Coaching & Mentoring: Structured professional development through a dedicated coaching and mentoring program.

Annual Company Gathering: A global team event bringing together employees from all offices.

Employee Recognition Program: Regular recognition initiatives celebrating outstanding performance and contributions.