Tender Coordinator

1 week ago

Cape Town, South Africa Cosmopolitan Recruitment Full time

We have a vacancy for **Tender**Coordinator**who will be based in **Head**Office**

If you appreciate a company culture that encourages ownership, innovation and client delight, you will thrive in our diverse, driven team.
Position Summary
Assist the Senior Bid Officer with the coordination, preparation and compilation of tender submission documents as well as perform business development functions as directed. Responsible for all tenders, from reviewing the initial request to tracking and managing the tender process to submitting the final bids.
Key Accountabilities
Primary Duties
Tender coordination tasks consisting of, but not limited to as follows:

- Coordinate, prepare and compile of tender submission documents;
- Register tenders with the Accounts Department;
- Ensure that the Tender Approval Forms are completed
- Capture and allocate relevant deadlines in the Tenders Calendar;
- 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 tender submission deadlines;
- Updating of information with suppliers
- Submit monthly reports - tenders submitted,
- Coordinate the tender process within the tender team, set deadlines and responsibilities
- Communicate with all internal and external clients on the tender process
- Communicate internally, prepare for and conduct internal meetings for each
- Review contractual terms and conditions
- Maintaining the administration of the tenders
- Review and format draft tender in order to comply with the company brand guidelines
- Obtain feedback when tenders are unsuccessful or successful
- Strive to continuously improve the tender process
General Duties
- Assist the Senior Bid Officer when required and if capacity allows
- Assist the Senior Bid Officer with database registrations if capacity allows
It should be noted that, for operational reasons, it may be necessary 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**Experience Required**:

- Grade 12
- Minimum 3 - 5 years tender administrative experience
- Excellent knowledge and proficiency in MS Word, MS Excel and MS PowerPoint
- Secretarial experience would be beneficial
People and Management Skills:

- Strong administrative and written skills
- People & communication skills (written and oral)
- Fast learner and quick thinker
- Problem solving skills
- Learning and adaptability
- 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 work load
- 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 Areas:

- Efficient, accurate and professional compilation and collation of tender

submission packs
- Sound administration enables timeous and effective deadline adherence
- Sound secretarial support that ensures the harvesting of support 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 the company 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.

Relocation costs are not paid

**Job Type**: Permanent

**Salary**: R17,000.00 - R20,000.00 per month

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