Admin Assistant
3 days ago
Tender Administration
Provide support for tender submission preparation and tender tracker maintenance.
Help prepare, source, and catalog standard information required for bid/tender submissions such as tax clearance certificates, B-BBEE certificates, etc.
Administrative assistance with the recording and maintaining of a list of all tenders submitted and follow-up on the outcomes thereof.
Contact Suppliers for B-BBEE Certificates to ensure that valid certificates are always on file.
Documentation management - archiving, collating, copying, binding, printing, scanning.
Update the Online Tender Management System (OTMS).
Ensure all procedures are followed to comply with QMS for the tender preparation process.
Office Administration
Liaise with other offices regarding certain administrative-related issues.
Project and financial administration.
Corporate, project, and general filing.
Provide support to the Company’s Supplier Development Partners and Initiatives
Facilitate travel arrangements (booking of flights, accommodation, car rental, etc.).
Arrange client project meetings.
Recording of notes and minutes for distribution.
Log calls for photocopier repairs and maintenance.
Office Reception/Switchboard relief as per schedule/when required:
Welcome and provide refreshments to visitors.
Answer incoming calls within 3 rings and screen incoming calls by ensuring an excellent client service culture at all times.
Forward all messages are taken to the relevant employees.
Maintain an adequate inventory of office supplies and consumables.
**Quality Management System (QMS)**:
Adherence to all applicable objectives and requirements set out in the Company's QMS (ISO9001:2015), Business Management System (BMS), and the Project Management Online Guide (PMOG).
**General**:
Maintain regular and continued professional development through on-the-job training, in-house courses, seminars, or outsourced specialist training as required and agreed with the manager.
Matric (Grade 12) with a relevant post-matricqualification.
3 - 5 years relevant experience, preferably in the built environment consulting industry.
Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
Knowledge of SharePoint and ProMan or equivalent will be advantageous.
Involvement in the preparation of marketing material would be advantageous.
Ability to source, collate and present information within proposals for the intent of marketing the company services in a professional and organized manner.
Experience in the submission of tender proposals and/or expressions of Interests will be advantageous.
Ability to work under pressure, multi-task, and meet deadlines.
Highly organized and proactive.
Accuracy and attention to detail.
Ability to work independently and in a team.
Knowledge of filing and archiving.
Excellent interpersonal skills with the ability to work with diverse individuals.
Ability to take minutes at meetings.
Proficient in English (written and verbal).
Valid drivers’ licenses and own vehicles will be an advantage.
Willingness and ability to work overtime when required
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