Admin Bisnis Sektor Migas

The Oil & Gas Business Administrator is responsible for managing administrative processes related to sales, tender submissions, client requests, and documentation for clients within the oil & gas sector. This role ensures all business documents, proposals, procurement-related items, and communication are handled accurately, efficiently, and in compliance with the strict administrative standards common in the oil & gas industry.

• Prepare commercial proposals (quotations) based on client requirements, including pricing, product/service specifications, delivery schedule, and payment terms.
• Compile and organize tender documents (company legal documents, certifications, past performance records, technical forms, SKK Migas/KKKS requirements when applicable).
• Ensure all tender submissions comply with client formats, templates, and deadlines.
• Coordinate with internal teams (sales, procurement, technical) to gather accurate and complete information for proposal submission.

• Receive, review, and document inquiries and requests for products or services from oil & gas clients.
• Communicate with vendors/partners to obtain pricing, availability, lead times, and technical details.
• Prepare and deliver complete proposals to clients within the required timeframe.

• Process Purchase Orders (PO), Sales Orders (SO), and ensure consistency with submitted quotations.
• Track the delivery of goods or completion of services, coordinating with vendors, suppliers, logistics providers, and technical teams when needed.
• Prepare delivery documentation such as delivery notes, packing lists, and invoices according to project requirements.

• Maintain and update all company legal documents required for tenders (business licenses, tax documents, certifications, ISO, etc.).
• Manage and update client databases (contractors, KKKS, SKK Migas, EPC companies, vendor lists).
• Complete vendor registration or document uploads in oil & gas e-procurement portals when required.

• Generate weekly and monthly reports covering quotation status, tender progress, POs, deliveries, and invoicing.
• Monitor end-to-end progress of tenders and orders to ensure timely completion.
• Maintain reminders for tender deadlines, document renewals, and follow-up actions with clients.

• Act as an administrative liaison between oil & gas clients and internal teams.
• Prepare meeting minutes, follow-up action items, and manage formal business communication via email.
• Provide full administrative support to the sales team for oil & gas sector activities.

• Minimum Diploma/Bachelor's degree in Business Administration, Management, or related fields.
• Experience in sales administration, tender administration, or business administration (preferably within energy, oil & gas, engineering, or trading industries).
• Strong attention to detail and ability to manage complex documentation.
• Excellent communication skills and ability to multitask in a fast-paced environment.
• Proficient in Microsoft Office (Excel, Word, PDF), professional email communication, and tender portals (if applicable).

• On-time preparation and submission of proposals and tender documents.
• Accuracy of data in quotations, POs, invoices, and all business documents.
• Completion rate of client requests with minimal revisions.
• Compliance with tender deadlines and document requirements.
• Sales team satisfaction with administrative support.