Senior Proposals Coordinator

3 months ago

Midrand, South Africa WSP Africa Full time

**Company Description**
We are WSP - Join us and make your career future ready

Think bigger scale. Think higher profile. Think ground-breaking. Join WSP, and you’ll be at the heart of a team of international experts all dedicated to growing and sharing their expertise, and working on projects that transform society for all of us.

WSP is one of the most diverse consulting firms in Africa, and the largest environmental consulting firm globally. To further our strategic business execution plan, we are seeking leaders who share our guiding principles - we value our people and our reputation; we are locally dedicated with international scale; we are future-focused and challenge the status quo; we foster collaboration; we have an empowering culture and hold ourselves accountable.

The purpose of this role is to assist business development by delivering exceptional tender and administrative management support to the Property & Building team by introducing and implementing best practice processes and structures; to manage the entire bid process from inception to completion, ensuring compliance and the timely delivery of high-quality, winning bids.

**Key Responsibilities**:
Tender Identification and Tracking:

- Regularly monitor tender portals, websites, and other relevant sources to identify potential tender opportunities.
- Maintain an up-to-date and organized tender tracker to log all identified opportunities, ensuring deadlines are clearly noted and monitored.

Tender Preparation and Coordination:

- Assist in reviewing tender documents to help understand the basic scope, requirements, and evaluation criteria.
- Coordinate with internal departments (e.g., engineering, legal, etc) to gather required information and documentation for tender submissions.
- Support the preparation of tender documents, including company profiles, compliance documents, CVs, technical submissions, and pricing schedules, ensuring all documents are properly formatted and organized.

Compliance and Risk Management:

- Verify that all tender documents meet the client’s specifications and align with company policies.
- Assist in identifying potential risks related to tender submissions and communicate these to relevant team members for further action.
- Ensuring that standards and internal quality management systems are adhered to

Liaison and Communication:

- Serve as the central point of contact for all tender-related communications, managing correspondence both internally and externally.
- Liaise with clients, joint venture partners, subcontractors, and suppliers to gather necessary information and clarify tender requirements as needed.

Document Management and Control:

- Manage the tender document library, ensuring all tender-related documents, correspondence, and submissions are properly stored and easily retrievable.
- Maintain version control and ensure the accurate filing of all tender documents.

Submission and Follow-up:

- Arrange and oversee the timely submission of tender documents, whether electronically or in hard copy, ensuring compliance with submission requirements.
- Follow up with clients after submission to address any requests for clarifications, amendments, or additional information.

Post-Tender Activities:

- Monitor and update the bid tracker with the status of submitted tenders.
- Assist in the preparation of post-tender presentations and negotiations if required.
- Help compile feedback and document lessons learned from unsuccessful tenders to support continuous improvement efforts.

Reporting and Analysis:

- Generate regular reports on tender activities, including tracking success rates, bid values, and identifying trends.
- Assist in conducting basic analysis of competitor bids and market trends to support the development of future tender strategies.

Process Improvement:

- Suggest improvements to the tendering process to enhance efficiency and effectiveness.
- Stay informed about best practices in tender administration and recommend updates to the firm’s procedures as necessary.

Team Collaboration:

- Collaborate with the business development and project management teams to support the alignment of tender strategies with broader company objectives.
- Provide administrative support and guidance to all involved in the tendering process.

General Administrative Functions:

- Updating vendor registration forms on WSP and other various portals
- Relieving pressure from administrative roles when capacity allows

**Health and Safety**:

- Role model standards for SHEQ performance and behaviour consistent with the company’s health, safety, environmental and quality vision and policies by influencing those around you
- Contributing to the identification of SHEQ risks and driving processes to achieve Zero Harm
- Embracing, displaying and promoting the company values and ensuring a safe working environment is maintained at all times

**Qualifications**
- Atleast 5 years in tendering or administrative ro

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