Tender Administrator, Johannesburg

Our client in the construction, buildings and civil engineering industries is looking for a Tender Administrator to accurately oversee and execute the administrative support function for all projects in the Estimating Department to ensure timely submission of projects.

Main Job Tasks, Responsibilities:

Administration

• Daily email and telephonic communication with clients and sub-contractors
• Copy, filing and scanning of project related documents
• Creating tender invitation with Dropbox link
• Addendums of tenders
• Standardized and professionalize tender documents – (i.e., Slotting in dividers)
• Creating tender envelope for submission
• Scanning and punching tender for final submission
• Following up Salespersons on extension validities
• Filling in validity extension documents when received.
• General admin and follow ups
• Stand up meeting notes
• Validity extensions – tracking and chasing sales
• Conducting interviews with sub-contractors when needed – typing up minutes
• Assist other internal departments with data capturing and reporting when needed

Project Task Management

• Chasing up sales for the project documentation
• Receiving documentation from the Sales Department and scrutinizing the tender document
• Stripping & scanning the document and populating it to the respective folder
• Filling in the tender initiation template based on SWOT analysis
• Filling out and slotting in returnable documents for functionality
• Checking the functionality for the tender
• Arranging the program with Project Planner and Administrator when needed
• Filling in a standardized form based on local content requirements of tenders when applicable
• Assign internal job numbers to new projects
• Assess all tender returnable requirements and create suitable functionality checklist.

Reporting

• Basic reporting on projects to Estimating Manager and Senior Estimator / Estimator Risk Analysis
• Develop and apply the SWOT analysis to all prospected tender documents.
• Identify and highlight possible outcomes of tender rewards through reviewing of the tender document.

Key Competencies

• Detail orientation
• Deadline driven
• Working under pressure
• Interpersonal skills
• Communication
• Administration
• Coordination
• Planning and Organising
• Solution orientated

Essential Knowledge

• Microsoft Office
• Microsoft Planner
• Minuting skills
• Building industry knowledge will be beneficial

Minimum Education and Experience

• Matric
• Administration diploma or certificate
• Project management diploma(ideal)
• 2-3 years general administrative experience (if matric)
• 2 years administrative experience in construction as a tender clerk (ideal)