Tender Administrator

Job Purpose:

The Bid Office Administrator plays a key role in supporting the bid management process by coordinating administrative tasks, ensuring compliance with deadlines, and maintaining accurate documentation. This role requires strong organizational skills, attention to detail, and the ability to work collaboratively with various teams to facilitate the preparation and submission of bids and proposals.

Key Responsibilities

Bid Coordination & Administration:

• Assist in the preparation, formatting, and submission of bids, proposals, and tender documents.
• Maintain a structured bid library, ensuring all templates, documents, and past submissions are organized and up to date.
• Track bid deadlines and ensure timely submission by coordinating with relevant stakeholders.

Document Management & Compliance:

• Review and proofread bid documents to ensure accuracy, consistency, and compliance with client requirements.
• Ensure all documentation aligns with company standards, branding guidelines, and industry regulations.
• Manage version control of bid documents and ensure proper record-keeping.

Communication & Stakeholder Coordination:

• Liaise with internal teams (sales, finance, legal, and technical teams) to gather required information for bid submissions.
• Act as a point of contact for bid-related inquiries and ensure effective communication across departments.
• Assist in scheduling and organizing bid review meetings and debrief sessions.

Process Improvement & Reporting:

• Support the development and improvement of bid management processes and best practices.
• Maintain a database of past bids, track success rates, and generate reports for performance analysis.
• Assist in preparing post-bid evaluation reports and lessons learned documentation.

Requirements

• Bachelor's degree in Business Administration, Communications, or a related field (preferred).
• Previous experience in tender administration, tender management, or a similar role
• Advanced skill in MS Office suite-MS Excel, MS Word, MS PowerPoint,
• Experience using bid management software or CRM tools.
• Understanding of legal and compliance requirements in bid submissions.
• Knowledge of procurement processes and tendering procedures
• Business report writing skills
• Strong business/client engagement skills

Working Conditions:

• Expected to work long hours from time to time and to travel
• Fixed Term Contract

Education:

• Bachelors (Required)

Experience:

• bid administration, tender management, or a similar role: 2 years (Required)

Work Location: In person