Key Roles and Responsibilities

1. Tender and Proposal Management

• Manage the full tender process from receipt to submission.
• Receive, process, track, and maintain tender records and registers.
• Search for relevant tenders across various online platforms and distribute opportunities to management.
• Assess tender requirements and ensure compliance with submission specifications.
• Collate tender documentation, including pre-qualification questionnaires and supporting information.
• Ensure proposals are complete, accurate, and submitted within deadlines.

2. Proposal Coordination

• Coordinate bid activities and communication across proposal teams.
• Participate in proposal kick-off meetings.
• Coordinate proposal reviews, approvals, and final submissions.
• Obtain commercial, legal, and technical inputs required for tender responses.
• Coordinate document sign-offs and approval processes in accordance with Delegation of Authority (DOA).

3. Document and Information Management

• Maintain tender portals with current company information.
• Manage the Bid Library and ensure proposal resources remain up to date.
• Maintain libraries of commercial documents, graphics, photographs, and proposal templates.
• Ensure all statutory and commercial documentation (e.g., Tax Clearance and B-BBEE certificates) remains current.
• Provide SharePoint access and document control support for proposal teams.

4. Quality Assurance and Compliance

• Ensure tender responses comply with client requirements and company governance.
• Review formatting, quality, and completeness of proposals.
• Maintain traceability of electronic and hard-copy tender documentation.
• Ensure proposals represent the strongest possible submission.

5. Reporting and Administration

• Update tender registers and monitor tender progress.
• Compile weekly reports on bid opportunities, wins, losses, and prospects.
• Conduct research and gather supporting information for proposal development.
• Provide administrative support to the Sales, Pursuit, and Administration teams when required.

6. Business Systems Support

• Update CRM/project systems when bids are awarded.
• Maintain online tender portals and reporting systems.
• Support continuous improvement of proposal processes and business systems.

Education and Experience

Education

• A three-year National Diploma or Degree is advantageous, preferably in:
  • Business Administration
  • Project Management
  • Or a related field

Experience

• 25 years' experience in:
  • Proposal development
  • Tender administration
  • Bid coordination
  • Business development support
• Experience in managing tender documentation and proposal submissions.
• Experience using SharePoint and online tender portals is advantageous.
• Experience with graphics or document publishing software is beneficial but not essential.

Knowledge

The successful candidate should have knowledge of:

• Tender and proposal management processes.
• Bid preparation and submission requirements.
• Procurement and tender compliance requirements.
• Corporate governance and approval processes.
• Document control and records management.
• Business development support processes.
• CRM systems and reporting.
• SharePoint and electronic document management.
• Quality assurance principles relating to tender submissions.

Skills

Technical Skills

• Advanced proficiency in Microsoft Office:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
• SharePoint administration and document management.
• Online tender portal management.
• CRM and reporting systems.
• Document formatting and proposal preparation.
• Research and information gathering.
• Basic graphics or image-editing software (advantageous).

Core Competencies

• Excellent written and verbal communication skills (English).
• Strong organizational and time management skills.
• High attention to detail and accuracy.
• Project coordination and administrative skills.
• Planning and prioritization.
• Stakeholder coordination across multiple departments.
• Analytical and problem-solving abilities.
• Ability to manage multiple deadlines simultaneously.
• Report writing and progress tracking.

Personal Attributes

• Self-motivated and able to work independently.
• Highly organized and detail-oriented.
• Able to prioritize competing tasks effectively.
• Works well under pressure and within strict deadlines.
• Collaborative and able to build strong working relationships.
• Proactive with a customer- and quality-focused mindset.