Vision RT Ltd

Bids & Tenders Administrator

Vision RT Ltd

full-time

Posted on:

Location Type: Remote

Location: Spain

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About the role

  • Prepare, organize, and upload all administrative documents for public tenders, ensuring accuracy and compliance with Spanish procurement rules.
  • Manage submissions across regional and national procurement platforms (including ROLECE where applicable).
  • Track tender timelines (deadlines, clarifications, publication and award notices) and coordinate internal inputs to ensure on‑time submissions.
  • Maintain up‑to‑date solvency, legal, and administrative documentation (certificates, affidavits, registrations).
  • Generate, validate, and send electronic invoices (including partial payments and corrections), and track invoice/payment status with hospital finance departments.
  • Maintain documentation for contracts, annexes, and pricing forms; ensure full contract lifecycle follow‑up.
  • Monitor contract expiry dates and proactively prepare renewals, extensions, or required administrative actions.
  • Manage digital certificates for institutional platforms; monitor expirations and renewals to guarantee business continuity.
  • Coordinate documentation for audits, quality reviews, and compliance checks, ensuring records meet public‑sector standards.
  • Ensure PRL/HSSE documentation and other mandatory compliance evidence are up to date and accessible.
  • Collaborate closely with Sales and Clinical Applications teams to gather, validate, and format inputs for tenders and contracts.
  • Coordinate with Field Service Engineers (FSEs) when administrative support is required (e.g., service visit documentation, contract references, platform access, or hospital‑requested paperwork).
  • Maintain a structured digital and physical filing system (SharePoint/OneDrive), ensuring version control, traceability, and audit readiness for contracts, invoices, tenders, certificates, and corporate documents.
  • Produce periodic reports and trackers on tender activity, invoicing status, compliance exposure, contract expiry calendars, and administrative risks.
  • Support management with summaries, dashboards, and data integrity checks for informed decision‑making.
  • Provide day‑to‑day administrative support essential to the operation of Vision RT SGRT España.
  • Contribute to continuous improvement of workflows, templates, and checklists to increase reliability and speed.

Requirements

  • Business level proficiency in English and French (mandatory). Ability to communicate professionally with international teams, handle documentation, and participate in cross‑regional coordination.
  • Native or near native Spanish proficiency.
  • Proven experience in administrative roles, preferably in public procurement, healthcare, or regulated environments.
  • Strong understanding of tender documentation, compliance requirements, and electronic submission processes.
  • Ability to manage multiple deadlines, prioritize tasks, and work accurately under pressure.
  • Excellent document management skills, including structured filing, version control, and audit readiness.
  • High proficiency in Microsoft Office tools (Excel, Word, PDF editing).
  • Ability to learn and operate electronic procurement platforms and electronic invoicing systems (MiFacturae, FACe, regional portals).
  • Strong communication and coordination skills with internal teams and external partners.
  • High level of attention to detail and commitment to administrative precision.
  • Proactive, organized, and able to operate with minimal supervision.
  • Ability to manage confidential information with discretion and integrity.
Benefits
  • Vision RT is an Equal Opportunity / Affirmative Action employer, all qualified applicants will receive consideration for employment and development without regard to race, colour, religion, sexual orientation, gender, national origin, disability, or protected veteran status.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
tender documentationcompliance requirementselectronic submission processesdocument managementversion controlaudit readinessadministrative precisioninvoice trackingcontract lifecycle managementprocurement rules
Soft Skills
communicationcoordinationattention to detailorganizational skillsability to prioritize tasksability to work under pressureproactivediscretionindependencecollaboration