Tender Administrator

ROLE OVERVIEW

The Tender Administrator is responsible for coordinating and supporting the full end‑to‑end tender, RFP, RFQ, and RFI process to ensure accurate, compliant, and compelling submissions that strengthen the company’s competitiveness and support revenue growth. This role enables the Sales & Business Development function by managing documentation, deadlines, portals, and compliance requirements while maintaining high standards of quality, organisation, and professionalism.

RESPONSIBILITIES

Tender Coordination & Administration

• Manage and coordinate all tender documentation, submission requirements, and deadlines.
• Track tender progress, clarifications, correspondence, and updates throughout the tender lifecycle.
• Ensure all submissions are delivered on time, according to specification, and in the required formats.

Content Preparation & Quality Control

• Prepare, compile, and format tender responses, proposal packs, forms, and compliance documents.
• Conduct thorough quality checks for accuracy, completeness, grammar, formatting, and brand alignment.
• Maintain version control and ensure correct documentation is used across submissions.

Information & Document Management

• Maintain a central, up‑to‑date library of organisational information, company profiles, CVs, accreditations, certificates, case studies, and proposal templates.
• Ensure easy access to relevant documents for Sales, Business Development, RFP Specialists, and Consultants.
• Assist with updating standard content, templates, and supporting documents.

Stakeholder Engagement

• Collaborate with internal stakeholders including RFP Specialists, Consultants, Legal, Compliance, Finance, and Operations to gather required information and approvals.
• Ensure all stakeholders adhere to timelines and requirements for successful submissions.
• Liaise with procurement offices, suppliers, and partners when clarification or coordination is required.

Tender Sourcing & Pipeline Management

• Proactively search for new tenders, RFPs, RFQs, and RFIs across public procurement sites and tender portals.
• Maintain a central register of all opportunities, outcomes, deadlines, and statuses.
• Provide regular updates to Sales & Business Development on pipeline activity and upcoming deadlines.

Portal & Online Submission Management

• Register for and manage all procurement portal profiles.
• Submit online tender documents via different platforms ensuring full compliance and successful upload.
• Troubleshoot portal issues and ensure all required documentation is correctly attached.

REQUIREMENTS

Minimum Requirements

• Diploma or Degree in Business Administration, Communications, Project Coordination, or a related field.
• 2+ years administrative experience, preferably in a fast-paced, deadline-driven environment.

Skills

• Document formatting & layout expertise (MS Word & PowerPoint).
• Data organisation & filing management (SharePoint / document libraries).
• Deadline & workflow management.
• Portal submission proficiency across multiple platforms.
• Professional communication skills (written & verbal).
• Research & tender sourcing ability.
• Quality control & compliance checking.

Experience

• Experience in tender administration, RFP coordination, or proposal development is an advantage.
• Strong working knowledge of MS Office (Word, Excel, PowerPoint) and SharePoint.
• Experience with tender portals, compliance documentation, and procurement processes

Competencies

• Strong organisational and administrative abilities.
• High level of accuracy and attention to detail.
• Ability to manage multiple priorities and strict deadlines.
• Strong written communication and document formatting skills.
• Professionalism, integrity, and confidentiality.
• Proactive and self‑driven, with a sense of urgency.
• Collaborative and effective in cross‑functional teamwork.
• Problem‑solving mindset with strong follow‑through.
• Resilient, calm under pressure, and able to adapt to changing requirements.

COMPANY OVERVIEW

NMG Benefits provides consulting, actuarial and administration expertise in the healthcare and retirement fund environments, and this extends to financial planning for individuals. This allows NMG to provide an end-to-end solution across the healthcare, retirement fund and financial planning needs of employers and their employees.

NMG Benefits is a subsidiary of the NMG Group, a global advisory and intermediary services firm with over 35 years’ experience. Our purpose is to find a better way by always putting the members first by providing independent, strategic consulting services.

Our international presence makes us capable of providing in-depth analytical intelligence to our clients, while our NMG benefits team is designed to provide a personalised service.

At NMG we have been placed in a position of privilege and trust to manage the well-being of our client’s financial futures. We are proud that more than 50 blue chip South African companies trust our advice and implement our recommendations.