Bid Coordinator

2 weeks ago

Cape Town, Western Cape, South Africa AFMS Group Full time
Assist the Bid project manager with the coordination, preparation and compilation of tender submission documents as well as perform business development functions as directed
Responsible for all bids, from reviewing the initial request to tracking and managing the tender process to submitting the final bids


Key Accountabilities/ Principle Responsibilities
Primary Duties
Bid coordination tasks consisting of, but not limited to as follows:
Coordinate, prepare and compile of bids submission documents;
Register tenders with the Accounts Department;
Ensure that the bid Approval Forms are completed
Set-up submission file(s) as outlined in the tender bid documents
Prepare all administration documents for submission file(s)
Prepare submission documents in the various brand formats as required e.g., CV's, Processes etc.
Ensure that internal processes are followed, and records are kept in a structured manner according to the internal process procedures
Collate all information and file it in the submission file(s) based on the outlined structure
Copy and scan all submission files for record keeping in an electronic and hard copy format
Coordinate the collection and submission of tender documents
Coordinate the delivery of tenders (courier, hand delivery) so as to ensure timeously delivery of the tender document.
Meet bids submission deadlines
Updating of information with suppliers
Communicate with all internal and external clients on the bids process
Maintaining the administration of the bids
Review and format draft tender in order to comply with AFMS brand guidelines
Obtain feedback when bids are unsuccessful or successful

General Duties
Assist the Bid project manager when required and if capacity allows
Assist the Bid project manager with database registrations if capacity allows


It should be noted that for operational reasons, it may be necessary for you to perform tasks other than those described herein from time to time. Prescribed procedures may be amended by management as and when required

Key Skills and ExperienceGrade 12
Minimum 3 – 5 years tender or bids administrative/coordination experience
Diploma – Business administration/ finance (Advantageous)
Excellent knowledge and proficiency in MS Word, MS Excel and MS PowerPoint Learning and adaptability



People and Management SkillStrong administrative and written skills
People & communication skills (written and oral)
Fast learner and quick thinker
Problem solving skills
Learning and adaptability
Ability to write own correspondence via email and / or letters
Able to multi-task and administer multiple tenders at the same time
High level of attention to detail and accuracy
Excellent organisation skills
Valid driver's licence and own transport
Fluency in English
Able to work overtime on request in order to meet submission or reporting deadlines
Able to manage and prioritise own workload
Able to work unsupervised, use initiative and meet strict deadlines
Enthusiastic, proactive team player
Able to function in a pressurised and deadline driven environment



Key result areasEfficient, accurate and professional compilation and collation of tender submission packs
Sound administration enables timeous and effective deadline adherence
Sound coordination support that ensures the harvesting of information for timeous and effective reporting of business deliverables


Additional Responsibilities and Skills
The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as AFMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels

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