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. - 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). 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.