Tender Administrator

**Primary Responsibilities**

The Tender Administrator is responsible for managing the entire tender process, from the initial request for proposal (RFP) to the submission of tender documents. The role requires a high level of organization, attention to detail, and the ability to work under pressure to meet tight deadlines. The Tender Administrator plays a critical role in ensuring that all tenders are submitted on time, are fully compliant with the tender requirements, and are aligned with the company's strategic objectives.

**Specific Responsibilities**

Tender Management
- Monitor and identify tender opportunities relevant to Private Security Services or related products.
- Manage the entire tender process, including the preparation, review, and submission of tender documents.
- Ensure that all tenders are submitted on time and comply with the tender requirements and company policies.

Document Preparation and Coordination
- Coordinate with various departments to gather necessary information and documents required for tender submissions.
- Prepare and compile all tender documentation, including technical, commercial, and legal documents.
- Ensure that all documents are accurate, complete, and meet the requirements set out by the tendering authority.

Compliance and Quality Assurance
- Review tender documents to ensure compliance with all legal and regulatory requirements.
- Maintain up-to-date knowledge of tendering processes, regulations, and best practices.
- Conduct quality checks on all tender submissions to ensure the highest standard of work.

Communication and Liaison
- Act as the main point of contact between the company and the tendering authority.
- Liaise with external stakeholders, including clients, suppliers, and government agencies, to ensure smooth tender submission.
- Communicate tender outcomes to relevant internal stakeholders and provide feedback on areas for improvement.

Records Management and Reporting
- Maintain a comprehensive database of all tender submissions, including status updates, deadlines, and outcomes.
- Prepare regular reports on tender activities, success rates, and lessons learned.
- Ensure all tender documentation is properly filed and archived for future reference.

General
- Develop and maintain a tender calendar to manage multiple tender submissions simultaneously.
- Analyse tender specifications and requirements to identify key deliverables and risks.
- Assist in the negotiation and finalization of contracts arising from successful tenders.
- Provide administrative support for post-tender activities, including contract management and project handover.
- Stay informed about industry trends, market conditions, and competitor activities that may impact tendering opportunities.
- Support sales administration when required.
- Other reasonable miscellaneous duties assigned by your manager.

**Qualifications**

Education
- Matric (Grade 12)
- Additional certifications in procurement, contract management, or tendering processes would be advantageous.

Experience
- A minimum of 3-5 years of experience in tender administration.
- Experience with public and private sector tendering processes and compliance requirements in South Africa.

Additional Information
- Required Skills and Experience
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Strong understanding of tendering processes, legal requirements, and regulatory compliance.
- Excellent document management and organizational skills.
- Strong attention to detail and the ability to produce high-quality work under tight deadlines.
- Effective communication and interpersonal skills, with the ability to liaise with internal and external stakeholders at all levels.
- Analytical thinking and problem-solving abilities.
- High level of integrity, confidentiality, and professionalism.
- Ability to work independently as well as in a team-oriented environment.

**Experience**:

- Administrative office procedures, practices and equipment: 5 years (preferred)

Work Location: In person

Application Deadline: 2025/01/28