South Africa: Tender Administrator posted by Sharon Nurock Recruitment cc

• Must be proficient in Excel.
• Basic knowledge of Pastel.
• Exceptional attention to detail.
• Strong organisational and administrative ability.
• Ability to work independently without constant supervision.
• A sales-driven and proactive mindset.
• Strong reading comprehension and note-taking skills (the role involves reviewing detailed tender documents daily).
• Ability to work closely alongside the Manager in supporting strategic sales objectives.
• Willingness and ability to learn and understand the company products and technical specifications.

Key Responsibilities:

Sales & Tender Support:

• Attend weekly Sales meetings and record accurate minutes.
• Conduct daily checks on tender platforms including:
• KZN portals;
• 4 additional tender portals;
• National E-Tender portal;
• Treasury portal.
• Visit and check a list of all tender sites.
• Identify and process RFQs and RFIs.
• Ensure all RFQs, RFIs, and tenders are reviewed and processed.
• Follow up on tender extensions where applicable.
• Manage the full tender application process from initiation to submission in close co-ordination with Sales Managers.
• Ensure submissions are completed well before official closing deadlines. 

Quotations Management:

• Prepare quotations using Pastel (basic).
• Prepare handwritten/manual quotations when required.
• Submit quotations via email or courier as specified in bidding documents.
• Ensure all required statutory and compliance documents accompany submissions.
• Compile and circulate a weekly quotation/sales report to Directors, Sales Managers, and Sales Representatives.

Orders & DCB (Logistics Supplier) Processing:

• Review and verify all orders received.
• Distribute order confirmations via email.
• Daily DCB processing, including:
• Waybill processing;
• Generating shipping labels;
• Processing manifests;
• Booking DCB pre-alerts.

Document & Compliance Management:

• Maintain updated company statutory documents for tenders and quotations.
• Manage sole supplier letters, ensuring updated letters are requested in advance and stored on the server.
• Ensure sufficient commissioned documents are available and arrange commissioning when required.
• Track and manage compliance documentation including:
• BEE certificates (renewal timelines per company);
• ISO / CE certificates (monitor expiry and request updates).

WCBD (Western Cape Supplier Database) Administration:

• Submit WCBD Applications for two companies.
• Ensure documents are completed, commissioned, emailed, and couriered where required.
• Maintain compliance to avoid suspension/blocking of profiles.

General Administration:

• Manage daily email correspondence.
• Attend to Sales Representative queries.
• Maintain electronic and manual filing systems.
• Answer incoming calls (secondary line contact).
• Provide overall administrative support to the Sales department. 

Key Competencies

• Strong attention to detail.
• Excellent deadline management.
• High level of organisation.
• Ability to work independently and proactively.
• Communication staff, facilities and management.