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

• 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
• 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
• 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.