eThekwini: Divisional Administrator posted by Bidvest Prestige

Tender and Bid Administration Compile, prepare, and submit tender and bid documentation within prescribed deadlines. Ensure all tender requirements, schedules, pricing documents, compliance certificates, and supporting documentation are complete and accurate. Maintain tender registers and monitor tender submission and award status. Liaise with internal departments to obtain required information for tender submissions. Sales and Business Development Support Prepare weekly and monthly sales reports and business development updates. Assist with the preparation of client presentations, proposals, and marketing documentation. Coordinate appointments and meetings for management with prospective and existing clients. Track and monitor sales-related administrative activities. Commission Administration Compile and submit commission schedules and supporting documentation. Verify calculations and ensure approvals are obtained before submission. Maintain commission records and address related queries. Contract Administration and NCI Process Administer the New Contract Implementation (NCI) process and register new contracts on company systems. Ensure all new contract documentation is completed accurately and submitted timeously. Follow up on outstanding paperwork, approvals, and client documentation. Maintain an updated contract register and filing system. Executive and Divisional Administration Provide administrative support to the Management Executive and divisional management team. Manage diaries, appointments, correspondence, and documentation. Prepare letters, reports, presentations, and business communications. Coordinate and support divisional projects, events and initiatives. Meeting and Minute Administration Schedule and coordinate management, operational, and client meetings. Prepare meeting agendas and supporting documentation. Record, type, and distribute meeting minutes. Monitor action items and follow up on outstanding matters. Reporting and Data Management Consolidate operational, financial, and management reports from various departments. Prepare monthly, quarterly, and annual divisional reports. Maintain accurate records and databases. Ensure timely submission of reports to management. Travel and Accommodation Coordination Arrange travel, accommodation, vehicle hire, and related logistics for management and employees. Maintain travel and accommodation registers. Ensure bookings comply with company policies and approved budgets. Maintain supporting documentation for travel expenditure. Event and Project Coordination Coordinate divisional events, training interventions, conferences, workshops, and client functions. Manage logistics, venue bookings, attendance registers, and supplier arrangements. Ensure successful execution of divisional events and activities. Compliance and Record Keeping Maintain divisional records, registers, and filing systems. Ensure compliance documentation remains current and accessible. Safeguard confidential company information. Assist with audits and compliance-related administrative requirements. General Administrative Support Process purchase requisitions and administrative documentation. Coordinate office supplies and administrative resources. Handle incoming and outgoing correspondence. Perform ad hoc administrative duties as required by management. Minimum Qualifications Grade 12 (Matric). Diploma or Certificate in Business Administration, Office Management, Public Management, Management Assistance, or a related field. A relevant tertiary qualification will be advantageous. Experience Required Minimum 35 years administrative experience, preferably within a cleaning, facilities management, services, or operational environment. Experience in tender administration and contract administration. Experience compiling reports and preparing management presentations. Experience coordinating meetings, travel arrangements, and events. Experience supporting senior management or executives. Knowledge Requirements Knowledge of tender processes and documentation. Knowledge of contract administration and implementation processes. Understanding of general business administration principles. Knowledge of reporting and record management systems. Skills and Competencies Technical Skills Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong report-writing and document preparation skills. Data capturing and record management skills. Minute-taking and meeting administration. Travel and event coordination. Document control and filing management. Core Competencies Excellent verbal and written communication skills. Strong planning and organisational abilities. High attention to detail and accuracy. Ability to manage multiple priorities and meet deadlines. Strong interpersonal and stakeholder management skills. Problem-solving and analytical thinking. Professionalism and confidentiality. Ability to work independently and as part of a team. Customer service orientation. Adaptability and flexibility.