This position will be responsible for assisting with administration and coordinating all day-to-day activities of the bid office and providing support for tender submissions
Closing date: 28 June 2024
Location: Midrand, Gauteng
ROLE PURPOSE
You will deal with high volumes of tenders in a stressful and pressurized environment where the team all must work together. It is essential to be flexible, understand urgency and priorities. You need a constant awareness of the deadlines and outstanding information. You must be able to cope with a substantial amount of responsibility, remain calm under pressure, and be able to read and interpret instructions carefully. You must be non-compromising on quality and attention to detail on all deliverables.
ROLE REQUIREMENT
- Perform an initial review of the Tender documents to establish the scope of work the Tender schedule and clarify any items that are unclear.
- Determine the physical format for tenders including layout, number of copies, special requirements and deliverables.
- Prepare bids according to tender’ s requirements.
- You will be responsible for tender accuracy and completeness to make sure all bid documents required for submittal are prepared and signed by the authorised personnel.
- Assist with production of final bid documents and arrangements to supply these documents to the customer within defined tender deadlines.
- To co-ordinate, manage and support Bids and Tender (RFP & RFI) submissions.
- Participate in all internal tender meetings.
- Ensure that all relevant data and information compiled during the tender development phase is considered and made available to all Tender team members.
- Liaise with all tender team members to ensure accuracy and compliance with customer requirements.
- Ensure bid and proposal WORD documentation is formatted, collated and presented in a professional manner.
- Render admin and typing support with tenders / proposals and monitor a timeline.
- Review final documents for quality control and proofread for accuracy and compliance.
- Provide continuous feedback to the team and prioritise the order of importance of engagements.
- Build relationships with key proposal teams in other departments.
- Maintain status of generic proposals and work with Bid Manager to ensure they are reviewed, revised and reapproved as necessary
- Alert Bid Manager to potential problems in tender document.
- Maintain accurate records and file manual & electronic copies of all the tender data i.e. correspondence quotations internal input etc.
- Keep up to date documentation of all tender returnable.
- Update the tender register.
PROFESSIONAL COMPETENCIES
Bid Office Management Experience
QUALIFICATIONS & EXPERIENCE
- Grade 12 (Essential)
- Minimum 2 years in the Bid Office environment (Essential)
- Diploma / degree or an equivalent tertiary qualification
- APMP Qualified to Foundation level – (Advantageous)
