TENDER ADMINISTRATOR

SUMMARY:
Manufacturing company situated in Industria West, JHB seeking an experienced Tender Administrator.

POSITION INFO:

The ideal candidate will be a highly organised and detail-oriented Tender Administrator who understands the full tender/RFQ process and is comfortable working with multiple online procurement portals. They should be confident with Syspro and advanced Excel, have strong administrative and reporting abilities, and ideally come from an industrial, engineering, manufacturing or technical environment.

A well-established company is seeking an experienced Tender Administrator to manage the end-to-end tender and RFQ administration process, while providing strong support to the Sales team. The role requires someone highly organised, analytical and detail-oriented, with the ability to work under pressure and manage multiple deadlines.

Key Responsibilities

Tender & RFQ Administration

• Compile, prepare and submit commercial, statutory, technical and quality tender documentation.
• Process and submit tenders and RFQs via online procurement portals.
• Monitor tender opportunities and proactively source new RFQs and tenders.
• Ensure submissions meet all client specifications and strict deadlines.

Sales Administration & Support

• Log and manage incoming RFQs and quotations.
• Maintain quote registers and track outcomes, including won, partially won and lost opportunities.
• Follow up on outstanding quotations and proposals.
• Cross-reference purchase orders against quotations and assist with order allocation.
• Liaise with customers, suppliers and the Sales team regarding technical documentation, drawings and specifications.

Vendor Portals & Compliance

• Maintain company profiles on platforms such as CSD, E-Tenders and municipal/vendor portals.
• Ensure all statutory and compliance documentation remains current, including BBBEE, COIDA, ISO and Tax Clearance certificates.
• Monitor expiry dates and coordinate renewals.

Reporting & Document Control

• Maintain accurate tender, quotation and compliance registers.
• Prepare weekly sales and tender reports.
• Extract reports from Syspro or similar ERP systems.
• Maintain accurate digital and physical filing systems.

SHEQ / Health & Safety Administration

• Coordinate quarterly H&S meetings and maintain minutes and records.
• Assist with risk assessments and incident investigations.
• Monitor expiry dates for First Aid, Fire Fighting and H&S Representative certifications.
• Coordinate required training and documentation.

General Administration

• Assist with travel, accommodation and transport bookings.
• Coordinate payments for subscriptions and vendor registrations.
• Assist with meetings, boardroom preparation and executive hospitality.
• Provide general administrative support to the Sales and Management teams.

Minimum Requirements

• Matric / Grade 12 – essential
• 3–5 years'''' experience in Tender/Bid Administration, preferably involving corporate, municipal and government tenders.
• Proven experience with CSD, E-Tenders and other vendor portals.
• Experience in an industrial, engineering, manufacturing, steel or technical environment would be advantageous.
• Strong sales administration and quotation experience.
• Experience working with Syspro, SAP, Sage or a similar ERP system.
• Advanced MS Excel skills, including formulas, reporting and data tracking.
• Strong Microsoft Word and Outlook skills.
• Good understanding of BBBEE, COIDA, Tax Clearance, ISO and statutory tender requirements.
• Excellent document control and attention to detail.
• Strong organisational and time-management skills.
• Ability to work under pressure and meet strict deadlines.
• Professional communication skills and the ability to liaise with clients, suppliers, sales teams and management.
• Basic Health & Safety/SHEQ knowledge would be advantageous.