Tender Specialist

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Brain is a Swiss deep tech company working on cell-electronic interfaces that link biological networks to computers via custom-made semiconductor microchips. Our mission is to empower life scientists to probe intelligent networks, accelerate biomedical discoveries for the benefit of patients, and create a future more exciting than the present. Our interdisciplinary team of scientists and engineers are constantly pushing the boundaries of engineering for life’s complexities.

We are ambitious, fast-growing and love to explore. The company’s cutting-edge products are used in laboratories and pharma companies worldwide. 3

Brain is headquartered in Switzerland nearby Zurich, has a Discovery Unit and production site in Genova, Italy, and an operational unit in the US.

• Draft, review, and negotiate purchasing contracts and agreements with universities and biotech clients, aligning terms with company policies and legal requirements. Work closely with the client’s administrative offices to reconcile differences and reach mutually acceptable terms and conditions.
• Coordinate the preparation and timely submission of tender proposals, ensuring all required documentation is completed accurately and meets the tender specifications and deadlines.
• Draft, review and coordinate other kinds of contracts with partners, suppliers and other entities having business relationship with the company.
• Liaise with internal departments to gather all necessary information and approvals for tenders and contracts. Ensure that our proposals and contract terms are feasible for the company and compliant with any constraints by collaborating with relevant team members.
• Maintain organised records of all contract and tender documents and correspondence. Track contract milestones and obligations (such as delivery schedules, payment terms, and renewal dates) to ensure both the company and the customer meet their commitments and no deadlines are missed. Provide regular status updates to management and proactively address any compliance issues that arise during contract execution.
• Assist with order processing tasks and coordinate with internal teams to ensure accurate and timely fulfilment of customer orders.
• Prepare and manage import/export documentation for international shipments (e.g., certificates of origin) and other regulatory paperwork required by customs authorities worldwide.
• Provide support with any other administrative duties as needed, contributing to the smooth operation of the office and supporting colleagues across departments.

Required Qualifications

• University degree in Business Administration, Law, Public Administration, or another relevant field.
• Minimum 2 years of proven experience in contract administration, contract management or tender coordination, ideally in an international setting or dealing with public sector clients. Experience with in a research, academic, or biotech environment is a plus.
• A high level of proficiency in both written and spoken English is essential, along with a strong command of at least one additional language from German, French, Italian, or Spanish.
• Good basic understanding of contract law principles and legal terms and familiarity with public procurement regulations and tendering procedures. Ability to interpret and ensure compliance with tender guidelines and contract clauses.
• Outstanding negotiation and stakeholder management skills, enabling you to represent the company confidently in discussions with customers’ administrative and legal personnel.
• Strong written communication skills for drafting clear contracts and official correspondence.
• Demonstrated ability to stay organised and detail-oriented when handling complex documents and multiple deadlines. You should be adept at prioritising tasks and tracking progress without losing accuracy.
• A flexible, problem-solving mindset with the ability to adapt to changing requirements.
• Proficient in Microsoft Office (Word, Excel, PowerPoint), familiarity with CRM and comfortable using online platforms and software tools for tender submissions and contract management.
• Must have a valid EU or Swiss work permit and the right to work…