Bids & Tenders Administrator
Spain
Customer Support – Customer Support APAC /
Permanent, Full-time /
Remote
Vision RT is a fast-growing MedTech company transforming radiation therapy for cancer patients by helping make it more accurate, effective, and comfortable. The company is the inventor of, and a market leader in, Surface Guided Radiation Therapy (SGRT). This technology uses advanced 3D cameras to track surface data, providing enhanced guidance across every step of the radiotherapy workflow.
Vision RT’s SGRT solutions are in 24 out of the 25 “Best Hospitals for Cancer,” as tracked by US News & World Report.
The company is recognised as one of Britain’s fastest-growing private tech companies, as featured in the 2025 Sunday Times 100 Tech list. Vision RT is also a recipient of the 2024 King’s Award for Enterprise, the UK’s most prestigious accolade for business excellence.
With around 300 employees globally and offices in the UK, Poland, and the USA, Vision RT operates independently as part of the Danish company William Demant Invest A/S, one of the world’s largest investors in healthcare companies. Employees benefit from the security and reach of being part of a large global enterprise, combined with the agility and innovation of a startup.
Vision RT is a company with strong values, a clear mission, and a bright future. It is an exciting and rewarding organisation in which to work.
About the role
The Bids & Tenders Administrator will play a central role in supporting Vision RT SGRT Spain’s administrative, compliance, and tender‑related operations. This position is responsible for coordinating the full administrative cycle of public tenders, managing electronic invoicing processes, maintaining registrations in procurement platforms, and ensuring the accuracy and completeness of all documentation submitted to hospitals and public institutions.
The role acts as the operational backbone of the Spanish business unit, working closely with the Sales team, Clinical Applications team, and external partners (legal, payroll, PRL, and administrative support). The Bids & Tenders Administrator will ensure that all administrative processes run smoothly, deadlines are met, and documentation is properly managed and archived.
This is a key position for guaranteeing compliance with Spanish public procurement requirements, supporting the growth of Vision RT in Spain, and enabling the commercial and clinical teams to focus on high‑value, customer‑facing activities.
Key responsibilities will include
- Tender & Bid Administration:
- 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).
- Electronic Invoicing & Contract Administration:
- 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.
- Regulatory & Compliance Support:
- 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.
- Coordination with Internal Teams & External Companies:
- 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).
- Serve as the single point of contact for external companies/vendors (legal, administrative, payroll, PRL, or other providers) to ensure timely, consistent document flows and resolutions.
- Document Control & Reporting
- 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.
- General Administrative Support
- 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.
Essential Skills & Experience
- 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.
Desirable Skills & Experience
- Experience working within public healthcare systems or hospital procurement environments.
- Familiarity with Spanish public procurement law and tendering procedures.
- Prior experience with MiFacturae, FACe, or regional procurement portals.
- Knowledge of EU procurement frameworks or international tendering processes.
- Experience coordinating with legal, finance, or compliance teams.
- Background in medical technology, pharmaceuticals, or other regulated industries.
- Understanding of quality management systems (ISO 9001 or similar).
- Experience creating administrative dashboards, trackers, or reports.
- Ability to work in a multinational environment and interact with cross‑cultural teams.
- Strong analytical skills to review and interpret administrative or tender requirements.
- Prior involvement in contract management or lifecycle monitoring.
- Experience supporting audit preparation or documentation reviews.
- Familiarity with SharePoint, document control systems, or workflow tools.
- Interest in continuous improvement of administrative processes.
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.
