Documentation Executive

Function Purpose

The Tender Submission Function in our insurance broking company is responsible for preparing and submitting tender responses to clients and prospective clients. This function aims to showcase our capabilities, expertise, and insurance solutions to win tenders, contracts, and proposals in the competitive market.

Role Purpose

The purpose of the Tender Submission Role is to lead the preparation and submission of comprehensive tender responses. The role involves understanding client requirements, crafting compelling responses, and ensuring all tender submission processes are followed accurately and professionally.

Key Responsibilities :

Operational Management :

Oversee daily operational activities related to Tender processing, SBU requirements and renewals.

Ensure timely and accurate completion of all operational tasks in alignment with company standards and regulations.

Monitor workflow processes, identify bottlenecks, and implement improvements to optimize operational efficiency.

Liaise with internal teams (sales, underwriting, claims) to ensure smooth service delivery.

Insurance Documentation :

Manage and maintain comprehensive insurance documentation, ensuring accuracy and compliance with internal and regulatory requirements.

Review policy documents, claims forms, and other relevant paperwork for completeness and accuracy.

Coordinate with external partners (Clients,IT support teams,service providers) to gather, verify, and manage required documents.

Team Support & Coordination :

Provide support and guidance to team members, ensuring adherence to operational processes.

Facilitate communication between departments to ensure seamless operations and quick issue resolution.

Reporting & Analysis :

Prepare regular reports on operational performance, documentation accuracy, and key performance indicators (KPIs) for management review.

Analyze operational data to identify trends, gaps, and areas for process improvement.

Continuous Improvement :

Continuously assess and enhance operational workflows, documentation standards, and team performance.

Stay updated with the latest industry trends, regulatory changes, and technology advancements related to insurance operations.

Qualifications & Experience :

Bachelor's degree in Business Administration, Insurance, Finance, or a related field.

2-3 years of relevant experience in insurance operations, documentation, and / or customer service.

Knowledge of insurance products, claims processing, and regulatory requirements.

Strong understanding of documentation management and compliance standards in the insurance industry.

Familiarity with insurance management software and office applications (MS Office, advance excel, PPTs etc.).

Excellent organizational, time-management, and problem-solving skills.

Ability to work in a fast-paced environment and handle multiple tasks simultaneously.