Johannesburg: Tender & Quotes Administrator

You will assemble a bid team with the relevant service / business knowledge required to prepare a winning bid, whilst taking ownership of the end-to-end bid process. This is a highly networked role that requires an ability to work under pressure and to challenging deadlines. It will require strong people management and commercial and communication skills Qualification & Experience Required Matric (Grade 12) Tertiary Qualification is an advantage Minimum 5 years tenders experience within the medical / healthcare / pharmaceutical industry – this is essential MS Office Compliant and familiar with tender legislation laws Knowledge of completion and finalization of tenders, RFQs and Knowledge of Vendor Data Management Duties : Tenders SA: Searching for business opportunities (tenders) on various tender sites Good understanding of National tendering and documents required for completion and submission Maintain and develop good supplier relationships that enhance the company’s ability to obtain business and business relationships Manage the bid qualification process for new opportunities Manage virtual bid teams and inputs from a variety of stakeholders, typically involving contributions from sales, marketing, product teams, finance, legal, HR and operations Risk tracking and management throughout the bid process Ensure that enquiries are distributed to applicable departments expeditiously and prepare tender checklist and pricing documentation in line with company guidelines for presentation within tender Clearly specify requirements regarding scope, quality, quantity, delivery, samples and validity of offers through the preparation of a detailed enquiry scope of work and reconcile with information, brochures etc. Create tender submission based on customer inquiry (RFQ, RFI, RFT & RFP) Ensure that the tender meets customers requirements Complete tender document using Adobe Acrobat / Word / Excel Compile the mandatory documents and finalise tender document for Key Accounts Manager final check Consolidate and prepare tender documents for Management’s signature in line with applicable legislation Monitor the tender submission process for formatting, completeness, consistency and compliance. Ensure that the necessary company documents are in place and up to date Manage the data related to the tendering process Execute tender submissions, bids and proposals Complete and follow up on order requisitions Follow up on all open tender until closure (internal follow up) Follow up on the awarding of tenders submitted after the closing date of the tender Monitor the awarded price terms, validity period and price increase application Compile monthly report for KAM Complete and follow up on order requisitions Complete provincial (CSD / Ariba) and private database registration when required Control and maintain budget as per various project codes Electronic and manual filling and storing of current, pending, awarded and completed tenders Compile expenses schedules Quotes Process quotes via Pastel or manually Process received quotes via Pastel or manually (telephonically / email) Lead the bidding process Ensure accurate and timeous preparation of Tender information required by Chemtech Ensure correct pricing offers are submitted Follow up after tender submissions, validity extensions, awards, cancellations Ensure validity extension requests are signed and return to Chemtech Attend to RFQ/ RFT/ RFI / RFP and Purchase Orders Apply Commercial Terms International Commercial Terms: International Chamber of Commerce (ICC) Incoterms ® 2010 Request for dimensions from Shipping Department and request for a quote from Freight Forwarders Do all working files and send to Finance for approval (using the correct Rate of Exchange) Prepare quotation, commercial invoices and pro-forma invoices for export customers Update the system with Sales Orders Ensure all export documents are received from Freight Forwarder e.g. SAD500 Inform customers when goods have departed Create excellent customer relationships through prompt reaction to customer’s needs Maintain export market master data files Update KAM Team on a regular basis Vendor Data Management: Complete required information on the CSD website and ensure it is complete, accurate and comprehensive (company registration documents, directors IDs, commodities the supplier can supply, TCC, B-BBEE and all mandatory documents)