Office & Bid Administrator for KZN and Western Cape

Office & Bid Administrator - KZN and Western Cape

1. Role Purpose

The Office & Bid Administrator is responsible for ensuring that the MBV IT KZN & Western Cape office operates in a professional, organised and commercially responsive manner. The role combines day-to-day office administration with bid, tender, quotation and sales administration support.

The successful candidate will be the administrative coordination point for the KZN & Western Cape office. They will support customer engagements, maintain accurate records, coordinate office requirements and ensure that opportunities, quotations, RFQs, tenders and supporting compliance documents are tracked and submitted accurately and on time.

The role requires a highly organised person who can work independently, follow through on deadlines, communicate professionally with customers and internal teams, and coordinate closely with MBV IT Head Office.

2. Key Responsibilities

2.1 Office Administration and Coordination

• Manage the daily administrative requirements of the KZN & Western Cape office and maintain a professional working environment.
• Act as the first administrative point of contact for visitors, customers, suppliers and internal staff.
• Coordinate office diaries, meetings, meeting rooms, appointments and basic travel arrangements where required.
• Maintain office records, filing systems, contact lists, correspondence and document registers.
• Coordinate stationery, consumables, office equipment and other day-to-day office requirements.

2.2 Bid, Tender and RFQ Administration

• Monitor relevant tender portals, customer channels and procurement platforms for opportunities aligned to MBV IT services in KZN & Western Cape.
• Download and organise bid documentation, specifications, annexures and supporting schedules.
• Create a bid checklist for each submission and track all mandatory requirements through to completion.
• Ensure that all forms, returnable schedules and declarations are completed, signed and included before submission.

2.3 Bid Compliance and Deadline Management

• Maintain a visible bid calendar with internal deadlines that are earlier than the customer closing date.
• Track briefing sessions, site meetings, clarification questions and addenda issued by customers.

2.4 Quotation and Sales Administration

• Support the KZN and Western Cape customer-facing team with quotation administration and opportunity follow-up.
• Capture customer requirements and ensure that the appropriate technical or commercial resource receives the information required to prepare a quotation.
• Coordinate quote reference numbers, supporting documents, approvals and customer correspondence.
• Send approved quotations and supporting documents to customers.
• Track customer feedback, purchase orders, appointment letters and other commercial documentation.

2.5 Head Office Coordination and Reporting

• Act as the administrative link between the KZN & Western Cape office and MBV IT Head Office.
• Provide a concise weekly update on active bids, quotations, deadlines, outstanding actions and office administration matters.

3. Minimum Qualifications and Experience

• Diploma or certificate in Business Administration, Office Administration, Public Management, Supply Chain, Procurement, Marketing or a related field.
• Minimum 3 years of relevant administration experience.
• At least 2 years of exposure to bid, tender, RFQ, proposal or sales administration is strongly preferred.
• Experience with public-sector tenders, municipalities, provincial departments or state-owned entities will be highly advantageous.
• Strong written and spoken English communication skills.
• Ability to work independently and manage competing deadlines with limited supervision.

Work Location: In person