Business & Office Support Administrator (Contract)

**POSITION PURPOSE**
- Assist in the organising and directing of various Tender activities
- Keeps Senior Management well informed of tender activities and significant tender project problems
- Provides assistance to the Office Operations Manager with various office administration duties
- Leave relief for Office Operations Manager

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**

**Assists with the responsibility for the effective administration of FM Tender projects**

**Assumes responsibility for ensuring professional business relations with suppliers/vendors, contractors, and trade professionals and other divisions within Broll**:

- Promotes goodwill and a positive image of Broll and in particular the FM division

**Safe record keeping of the following documents**:

- ** Keeps record and ensures the following documents are up to date and relevant**:

- FM Tender Register and WIP Schedule
- Stationary Orders/Invoices
- New User Forms and Accompanying Documents

**Tender and Proposal Responsibilities**:

- Arranges and coordinates strategic meetings between important decision makers
- Effectively assist with the management of the business opportunity pipeline (New Business Register and WIP Schedules)
- Assist to ensure that presentation and business proposal documentation are formatted, collated and presented in a professional manner
- Secures all documentation before final release & submission
- Assist with maintaining the status of generic/customised proposals and presentations, to ensure they are reviewed, revised and re-approved as necessary

**Tenders Administration**:

- Search for new Tender opportunities
- Collecting/downloading all tender documentation for selected possible tenders
- Assist with revision of the information in RFP/RFI/RFQ/Specification documents
- Assist with the clarification of bid/tender conditions and assists with the tender/proposal preparation
- Coordinates the tender reviews and deadlines
- Collaborates with the FM tender team to assist with the compilation of completed proposals
- Set up and documents regular win/lost meetings after every customer decision on bid/business proposals
- Ensures that all tender administrative tasks are completed comprehensively and on time
- Assists with compilation of final bid documents, and with arrangements to provide these documents to the customer within the defined tender deadlines
- Assists with the bid documentation: formatting, collation and presentation in a professional manner
- Assist to Maintain the status of generic/customised proposals and collaborate with the Office Operations Manager to ensure that it is reviewed, revised and re-approved as necessary
- Undertakes and executes other administrative tasks pertaining to tenders/proposals, as required

**Office Administration**:

- Assist with the ordering of stationary
- Assist with the collection of FM asset information
- Assist with the completion of New User Forms and the submission thereof
- Assist with the logging of call of various issues from FM staff to Broll IT
- Submit travel requests on behalf of FM staff
- Assist with ad-hoc duties as and when needed

**PERFORMANCE MEASUREMENTS**
- Excellent communication and coordination exists
- Excellent administrative skills
- Senior Management is adequately informed of tender activities and of any significant problems
- Effective business relations with the Office Operations Manager and FM Executive Team
- Tender/s are compiled and submitted in accordance with the tender requirements and delivered on time
- Tender process is followed according to the agreed business process and efficiently executed
- Office responsibilities are performed with integrity, care and executed in acceptable timeframes
- Ensures that all business processes that relates to the duties are adhered to

**QUALIFICATIONS**

EDUCATION/CERTIFICATION:

- Relevant post matric qualifications
- Additional Facilities Management knowledge preferred

REQUIRED KNOWLEDGE:

- Thorough understanding of Facilities Management
- A good knowledge of Microsoft Office Suites, tender administration, general office administration

SKILLS/ABILITIES:

- Excellent leadership abilities
- Able to organise, coordinate, and direct team activities
- Strong problem solving skills
- Good communications skills
- Sound social knowledge
- Good working knowledge of Microsoft Office suites