Service & Tender Coordinator

The Service Coordinator is responsible for the commercial and administrative side of medical equipment maintenance, including tender offers, service contracts, spare parts quotations, and the related bank guarantees. The role ensures that all documentation is accurate, submitted on time, and compliant with contract and tender terms and conditions. Key Responsibilities Prepare and issue maintenance guarantees, follow up on expiry dates, and manage their renewal and release. Prepare offers and related guarantees, and submit them for tenders related to medical equipment maintenance, whether through JONEPS or for other clients. Prepare priced spare parts lists in accordance with tender and contract terms and conditions. Prepare documents and commitment letters related to service parts, as requested by the Tender Department. Prepare direct quotations for service parts. Prepare and follow up on client service contracts after the end of the free warranty period, including the related guarantees. Follow up on expiry dates, renewals, and release of service contract guarantees. Coordinate with the Tender, Finance, Sales, and Technical/Engineering teams to gather the information required for offers and contracts. Maintain an organized database of contracts, guarantees, expiry dates, and quotations, and provide periodic status reports. Communicate with clients and banks regarding contract renewals, guarantee requirements, and documentation. Receive and log service calls from hospitals, clinics, and healthcare clients. Schedule and dispatch service engineers or technicians based on priority and location. Monitor daily field activities and ensure timely closure of service tickets. Serve as the point of contact between clients and service teams for troubleshooting, updates, and escalation. Coordinate with vendors, OEMs, and internal technical teams for spare parts, warranties, and specialized support. Communicate proactively with clients regarding planned preventive maintenance and service schedules. Maintain accurate records of service history, maintenance schedules, and customer feedback. Generate service reports, performance dashboards, and compliance checklists for internal review. Track warranty coverage, AMC (Annual Maintenance Contract) terms, and renewal timelines. Monitor the availability of spare parts and consumables required for maintenance work. Coordinate requisition and delivery of spares to service teams or directly to client sites. Ensure that all service activities adhere to safety standards and regulatory norms Assist in audits and documentation for quality assurance related to service delivery.

Desired Candidate Profile

Bachelor's degree in Biomedical Engineering or a related field. 3 to 5 years of experience in a service, tender, or contract administration role, preferably in the medical equipment sector. Good knowledge of government tendering procedures, including the JONEPS e-procurement system. Understanding of bank guarantees (bid bonds, performance/maintenance guarantees) and their lifecycle. Fluency in Arabic and English (written and spoken), with strong business writing skills. Proficiency in Microsoft Office, especially Excel, and experience with ERP systems. Skills and Competencies High attention to detail and accuracy in pricing and documentation. Strong organizational and follow-up skills, with the ability to track multiple deadlines. Ability to work under pressure and meet strict tender submission deadlines. Good analytical skills for pricing and cost evaluation. Effective communication and coordination skills across departments and with clients. Integrity and commitment to confidentiality.