Tender Administrator / Site Administrator

1. POSITION PURPOSE

The Tender Administrator / Site Administrator is responsible for providing administrative, tender and commercial support to the Company's tendering and construction operations.

The position will entail preparation and submission of tenders, maintain accurate project and site records, monitor project costs against budgets, capture and reconcile timesheets, and provide accurate information for payroll, management reporting and project cost control.

The role requires a highly organised individual with strong attention to detail and the ability to work under pressure and meet tender and reporting deadlines.

2. KEY RESPONSIBILITIES

A. Tender Administration

• Preparation, compilation and submission of tenders and quotations (Civils and Plant Hire).
• Review tender documents, specifications, drawings and schedules for administrative requirements.
• Maintain a tender register and track all tender opportunities, closing dates and outcomes.
• Obtain and collate quotations from suppliers and subcontractors.
• Assist with obtaining updated supplier and subcontractor pricing.
• Assist with tender pricing, rate schedules, BOQs and supporting documentation.
• Ensure all required tender returnables are completed and submitted on time.
• Maintain an organised electronic and hard-copy filing system for tender documentation.
• Follow up on outstanding tender information and quotations.
• Assist with post-tender queries and clarifications.

C. Project Costing & Cost Control

• Track project costs against approved budgets and tender allowances.
• Maintain project cost trackers for labour, plant, materials, subcontractors and other project expenses.
• Capture and monitor actual expenditure against budgeted costs.
• Identify and report cost variances to the Contracts Manager / Project Manager.
• Track committed costs, including approved purchase orders and subcontractor commitments.
• Monitor material purchases and usage against project requirements.
• Track plant and equipment costs allocated to projects.
• Compile monthly project cost reports.
• Assist with monitoring project profitability and cost-to-complete information.
• Ensure costs are allocated to the correct project, site and cost code.
• Assist with identifying potential cost overruns at an early stage.
• Maintain accurate records to support management's project costing and financial reporting.

D. Timesheets, Attendance & Payroll Support

• Collect, check and capture daily/weekly employee timesheets.
• Verify that timesheets are approved by the relevant Site Agent / Manager.
• Track employee working hours against the applicable project/site.
• Monitor normal hours, overtime, weekend work and other applicable hours.
• Ensure timesheets are submitted within the required payroll deadlines.
• Reconcile timesheets against site attendance registers.
• Allocate employee hours to the correct project and cost code.
• Provide accurate timesheet information to payroll for salary processing.
• Track labour costs against project budgets and tender allowances.
• Highlight discrepancies, missing timesheets or unusual hours to management.
• Maintain proper records of approved timesheets for audit and payroll purposes.

E. Reporting & General Administration

• Prepare weekly and monthly administrative reports as required.
• Maintain accurate registers and spreadsheets.
• Assist management with project and financial information.
• Maintain confidentiality of Company, employee, supplier and project information.
• Ensure all project documentation is properly filed and readily accessible.
• Provide general administrative support to the Operations, Commercial and Finance departments.

3. KEY PERFORMANCE AREAS (KPAs)

Performance will be measured against the following:

• Accurate and timely tender submissions.
• Tender register maintained and kept up to date.
• Accurate project cost tracking.
• Timely identification and reporting of cost variances.
• Accurate employee timesheet capture and reconciliation.
• Accurate allocation of labour costs to projects.
• Timely submission of payroll information.
• Accurate supplier and subcontractor documentation.
• Up-to-date site and project files.
• Compliance with Company administrative procedures.
• Meeting tender, reporting and payroll deadlines.
• Quality and accuracy of management reports.
• Effective communication and follow-up with site and office personnel.

4. REQUIRED QUALIFICATIONS & EXPERIENCE

Minimum Requirements

• Grade 12 / Matric.
• Relevant administrative, construction or commercial qualification will be advantageous.
• 2–3 years' experience in construction, civil engineering or a related environment.
• Experience in tender administration and/or construction site administration.
• Experience with project costing and timesheet administration.
• Good understanding of Excel and Microsoft Office.
• Strong numerical and administrative skills.
• Excellent attention to detail.

Advantageous

• Experience working with civil construction tenders.
• Experience with BOQs and construction rates.
• Experience with project cost control.
• Experience with payroll/timekeeping systems.
• Experience dealing with suppliers and subcontractors.
• Knowledge of construction accounting or ERP systems.
• Understanding of construction terminology and project documentation.

5. SKILLS & COMPETENCIES

• Strong organisational and administrative skills.
• Excellent attention to detail.
• Strong numerical and analytical ability.
• Good Excel skills.
• Ability to work with budgets, costing and financial information.
• Ability to manage multiple projects and deadlines.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Good problem-solving skills.
• Ability to identify discrepancies and investigate variances.
• High level of accuracy and confidentiality.
• Ability to work under pressure and meet strict deadlines.

6. SYSTEMS / SOFTWARE

The employee may be required to work with:

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Tender portals
• Project management and document-control systems

7. AUTHORITY & ACCOUNTABILITY

The position is responsible for ensuring that tender, site administration, costing and timesheet information is accurate, complete and submitted within the required deadlines.

The employee is expected to immediately report any material discrepancies, potential cost overruns, missing documentation, inaccurate timesheets or other matters that may negatively affect project costs, payroll or tender submissions.

8. CONFIDENTIALITY

The employee will have access to confidential Company information, including tender prices, project costs, employee remuneration, supplier pricing and commercial information. All such information must be treated as strictly confidential and may only be disclosed to authorised persons.

9. GENERAL

The above duties are not exhaustive. The employee may be required to perform other reasonable duties within their level of competence and experience as directed by management.

The employee is expected to maintain professional standards at all times and to comply with all Company policies, procedures, health and safety requirements and site rules.

APPLICATIONS

Suitable candidates who meet the above requirements are invited to submit their CV and supporting documentation for consideration.

Please email applications to:

accounts@zungucivils.co.za

Subject: Application – Tender Administrator / Site Administrator

Only candidates who meet the minimum requirements and are shortlisted will be contacted.

Pay: R6 000,00 - R11 000,00 per month

Work Location: In person