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Tender and Administrative Coordinator

2 ore fa

Lainate, Lombardia, Italia Xylem A tempo pieno

Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.

This position is open for Sensus Italia

The role:

The Tender and Administrative Coordinator will be part of the Sensus Italia team and will work in close collaboration with the Managing Director, the sales team and other key company functions. The role will play a key part in the management of public tenders in the water sector, ensuring the proper coordination of all internal stakeholders and the timely and compliant submission of documentation. The position is responsible for analyzing tender notices, coordinating the departments involved in the tendering process, ensuring timely submission, and managing all administrative activities related to both tender participation and post-award phases.
In addition, the role contributes to the overall coordination of the office's operations, maintaining relationships with suppliers, managing credit recovery activities, supporting the organization of strategic meetings with customers and partners, and overseeing the updating of quality and safety documentation.
This position offers the opportunity to work in a truly international context, collaborating with other Sensus entities across Europe.

Main Responsibilities:
Tender Management

  • Analyze public tender documents and share relevant opportunities with sales representatives.
  • Coordinate all departments involved in the tender process (technical, commercial, legal, finance, etc.), ensuring timely and compliant submission.
  • Manage tenders involving various participation structures (e.g., RTI, subcontracting).
  • Prepare and upload administrative documentation into e-procurement portals or dispatch physical submissions when required.
  • Maintain and update the tender tracking system and archive all related documents.
  • Prepare and manage post-award documentation and contracts, in coordination with the relevant departments.

Administrative and Financial Activities

  • Manage and monitor bank guarantees (issuance, release, renewals, and updates).
  • Request and manage insurance policies required during tender or award phases.
  • Support and coordinate credit recovery activities, liaising with the finance department to ensure timely collection of payments.

Office Coordination and Support Activities

  • Oversee the day-to-day coordination of office operations to ensure efficiency and compliance with company processes.
  • Maintain relationships with suppliers and service providers supporting administrative operations.
  • Manage expense reports and related documentation in accordance with company policy.
  • Provide administrative support to ensure effective communication and coordination across departments.

Quality and Safety Documentation

  • Coordinate the updating and submission of company quality and safety documentation, ensuring compliance with internal and external standards.
  • Maintain the documentation repository (e.g., SharePoint) with current declarations, certifications, and policies.

Supplier Qualification

  • Prepare and manage documentation for supplier register applications and renewals.
  • Upload and maintain supplier qualification data in the relevant platforms.
    General
  • Collaborate with all departments to ensure smooth execution of tender-related and administrative processes.
  • Perform any additional tasks assigned by the line manager, as required for the proper functioning of the department and the company.

Qualifications and Requirements:

  • High school diploma or Master's degree.
  • Minimum 5 years of experience in a similar role (tender specialist / bid office).
  • Strong knowledge of public procurement laws and regulations.
  • Good command of English language (spoken and written).
  • Excellent knowledge of Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).

Soft Skills:

  • Excellent organizational, coordination, and communication skills.
  • Attention to detail, confidentiality, and reliability in meeting deadlines.
  • Team-oriented, proactive, and able to manage multiple priorities effectively.
  • Problem-solving and stress management abilities.
  • Strong interpersonal skills and a collaborative mindset.
  • Ability to work efficiently in a multicultural and international

Contract: Full remote

Join the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of inclusion and belonging in driving innovation and allowing us to compete more effectively around the world.