Office Assistant and Coordinator

We are looking for a responsible, organized, and detail-oriented Office Administrator to support the day-to-day administrative and commercial activities of our railway engineering company. The ideal candidate should have practical experience in e-tendering, quotations, purchase orders, correspondence, documentation, and general office administration.

Role & responsibilities

• Handle e-tendering activities on relevant government/railway e-procurement portals, including tender searching, downloading tender documents, preparing submissions, and maintaining tender records.
• Prepare and submit quotations, commercial offers, estimates, and tender-related documents as required.
• Prepare and process Purchase Orders (POs), Work Orders, invoices, and other commercial documents.
• Draft and format official letters, emails, applications, notices, and other business correspondence.
• Maintain and organize physical and digital office files, records, documents, and registers.
• Maintain proper records of tenders, quotations, purchase orders, invoices, contracts, and correspondence.
• Coordinate with vendors, suppliers, clients, contractors, and internal departments for documentation and follow-ups.
• Assist management with day-to-day office administration and documentation work.
• Prepare basic reports, statements, Excel sheets, and other office documents.
• Monitor important submission dates, tender deadlines, renewal dates, and pending documentation.

Preferred candidate profile

• Diploma / Graduate in any discipline; candidates with a background in Business Administration, Commerce, or a related field will be preferred.
• 1 to 10 years of relevant office administration experience, preferably in engineering, construction, infrastructure, railway, or government-contracting companies.
• Hands-on experience with e-tendering/e-procurement portals is highly desirable.
• Good knowledge of MS Word, MS Excel, email, PDF/document handling, and internet applications.
• Experience in preparing quotations, purchase orders, letters, and official documentation.
• Good written and verbal communication skills.
• Strong organizational skills with attention to detail and the ability to maintain confidential and important records.
• Ability to work independently, manage multiple tasks, and meet deadlines.

Perks and benefits

• Opportunity to work with a growing railway engineering and infrastructure company.
• Professional and supportive work environment.
• Salary commensurate with experience and skills.
• Opportunity for long-term career growth.