Bids & Tenders Admin Coordinator

Air Charter Service are the number one aviation broker globally. Having started in the basement of our Chairman’s home, we now employ over 600 people across the globe and provide brokering services to our Cargo; Commercial and Private Jet clients. 

We have an exciting opportunity for an experienced contract administrator to join our Bids department. 

Supporting the Global Head of Bids, and the rest of the legal department, you will be responsible for mainly contract administration, from creation of new standard contracts, implementing and tracking. This is very much a lynchpin role for the department organising the workflow for the team and ensuring the department works smoothly. We are implementing new technological changes for contracts, and you will need to be responsible for its set up and the day-to-day running of this new system.

LIFE AS A CONTRACTS COORDINATOR  

• Assist in the preparation, submission, record-keeping of Request for Proposals (RFP), Invitation to Tenders (ITT) and Bids (government and non-governmental).
• Co-ordinating with various departments (such as Legal, Compliance and individual brokers).
• Action new standard contract requests
• Tracking, filing, updating expiry dates and checking existing contracts. (including NDA’s, Codes of Conduct / Ethics etc.)
• Checking terms and conditions to ensure all relevant information is completed, signed and filed correctly
• Vendor On-boarding- registering new clients, ensuring all correct information and documentations is required
• Ensuring that the information library of information is accurate and kept up to date at all times
• General Administrative Tasks / diary management for team / chasing signatories/ DocuSign/ formatting/ stationery etc.
• First port of call for incoming enquiries
• Checking the departments inbox – organising and checking team workload
• Reading through Bid documentation and assisting Bid Manager with any administrative tasks connecting to this
• Liaising with Legal to discuss any Legal obligations that might be asked
• Liaising with Compliance to discuss any obligations we may need to fulfil.

THE PERSON

• Manage time efficiently as there will be deadline driven submissions.
• Maintain effective inter-departmental communications
• Prior experience with contract administration and document management
• Familiarity with portals such as  SAPAriba, eBuy, Bidding Source, GeM, eProcurement andtendering processes of private organisations
• Outstanding written and verbal communication skills
• Excellent attention to detail and strong organisational skills
• Self-motivated with an eagerness to learn  
• Ability to have a commercial outlook
• Ability to work independently, while also collaborating with teams internal to / outside of ACS.
• Resilient with the ability to think out-of-the box 
• Personal values are aligned to ACS and our mission to deliver beyond expectations
• Proficient in MS office packages

WHAT IS IN IT FOR YOU

• Free breakfast in our onsite canteen
• Continued professional development
• Private healthcare and pension
• 22 days holiday per year which increases with length of service
• 10 days Indian Public holiday in a year
• A friendly fun and very exciting environment enhanced with regular company-funded social events such as socials and seasonal parties

Diversity and Inclusion

Here at ACS we're passionate about bringing people together to create a truly inclusive environment that promotes and values diversity, across our global network of offices.