Junior Proposal Coordinator & Spares Sales Administrator

SUMMARY:
Junior Proposal Coordinator & Spares Sales Administrator

POSITION INFO:
Qualifications 

• Matric
• Bachelor of Commerce or Bachelor of Arts are the preferred qualifications.

• No experience required – graduates that completed their studies.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Basic technical and commercial awareness is advantageous
• Ability to manage high volumes of work (quotations, proposals, and orders)
• Basic understanding of commercial and contractual risks (training will be provided)
• Interest in developing within the mining/engineering sector

• Spares Sales & Contract Administration:
• Review client requests and prepare accurate quotations timeously.
• Follow up with clients on quotations and pending orders.
• Capture and manage orders on the internal system (Contrax).
• Place orders with sub-suppliers and manage supplier relationships.
• Expedite purchase orders to ensure on-time delivery.
• Monitor supplier performance against delivery and quality requirements.
• Manage contract progress, including costing, cash flow, and invoicing.
• Maintain ongoing communication with clients regarding order status.
• Coordinate equipment packaging and logistics (shipping and transportation).
• Ensure accuracy and completeness of all contract-related documentation.
• Reporting & Administration:
• Maintain internal tracking tools, pricing records, and reports.
• Contribute to monthly reporting on proposals and spares activities.
• Provide general administrative support to both teams.
• Key Result Areas (KRAs):
• Timely submission of proposals and quotations
• Accurate order and contract administration
• Effective client communication and follow-up
• High-quality, compliant proposal documentation
• Accuracy of data captured in internal systems
• Strong collaboration across internal departments
• Proposals Coordination:
• Assist in reviewing incoming RFQs, tenders, and bids to determine suitability.
• Support the coordination of the proposal process to ensure deadlines are met.
• Gather required technical and commercial information from internal teams.
• Compile, format, and quality-check proposal documents (accuracy, grammar, and presentation).
• Read and interpret tender documents to understand requirements.
• Assist in preparing and submitting compliant proposals.
• Maintain organized proposal documentation and filing systems.
• Follow up with customers regarding submitted proposals and provide feedback where required.
• Support basic contract reviews by identifying discrepancies between proposals and awarded contracts.
• Assist in analysing unsuccessful bids to identify improvement areas

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