Tender Administrator Commercial Midrand

Purpose of the Position

The Tender Administrator is responsible for supporting the tender department with the administration, coordination, document control and submission of tenders, quotations, proposals, expressions of interest and vendor applications. The role requires a highly organised and detail-focused individual with experience in the construction industry, who can manage tender documents, track deadlines, compile returnable schedules, follow up on required information and ensure that submissions are complete, accurate, professional and submitted on time.The Tender Administrator plays an important support role in ensuring that the company does not miss tender opportunities, compulsory briefing dates, clarification deadlines, mandatory requirements or submission deadlines. Key Responsibilities

1. Tender Administration and Coordination

Assist with the administration of the full tender process from tender identification to final submission. Source and monitor tender opportunities from tender portals, client platforms, tender bulletins, procurement databases and other approved sources. Download, save, organise and distribute tender documents to the relevant internal departments.Review tender documents and identify key administrative requirements, including submission dates, briefing dates, compulsory attendance requirements, returnable documents and mandatory compliance requirements. Prepare tender checklists, returnable schedules and submission requirement summaries. Maintain accurate tender folders and ensure all tender documentation is filed correctly.Track tender deadlines, clarification deadlines, briefing dates, site meeting dates and submission requirements. Assist with arranging tender briefings, site meetings and attendance confirmations. Follow up with internal departments for outstanding tender information, including pricing, compliance documents, technical inputs, safety documents, financial documents and company information.Assist with the preparation, formatting, printing, scanning, binding, packaging and electronic submission of tender documents. Ensure tender submissions are complete, professional and compliant with client requirements before being submitted for final review and approval. 2. Tender Register and Deadline Tracking

Maintain and update the company tender register. Record all new tender opportunities, briefing dates, submission dates, responsible persons, tender status and outcomes. Track tender progress and elevate approaching deadlines. Ensure that no tender deadlines, compulsory briefings or clarification dates are missed due to administrative oversight.Update Monday.com, the tender register, company CRM, sales pipeline or any other approved company platform as required. Follow up on tender awards, tender results and client feedback where authorised. Assist with compiling reports on tenders submitted, tenders pending, tenders awarded, tenders lost and upcoming opportunities.Maintain detailed notes of closed tenders and report outcomes to management. 3. Document Control and Compliance

Ensure company compliance documents are up to date and easily accessible for tender submissions. Maintain standard tender packs, including company registration documents, tax compliance documents, Broad-Based Black Economic Empowerment certificates, Construction Industry Development Board documents, accreditation certificates, safety documents, insurance documents, company profiles, project experience and other standard returnables.Assist with vendor applications, supplier database registrations and client procurement portal updates. Ensure that all tender documents are controlled, named correctly, saved in the correct folders and retained for future reference. Ensure tender submissions follow company procedures and Quality Management System requirements.Maintain proof of submission and tender acknowledgement records. Support internal audits or tender file reviews where required. 4. Tender and Proposal Support

Assist the Tender Manager, Assistant Tender Manager and Commercial Manager with compiling tender submissions, expressions of interest, requests for information, requests for quotations and proposals. Assist with formatting tender responses, capability statements, organograms, project lists, methodology documents and supporting schedules.Assist with preparing client-specific tender packs and ensuring that the correct company profile, project experience and accreditation documents are included. Assist with pricing schedule formatting and consolidation where required, but without approving pricing. Assist with requesting quotations from suppliers and subcontractors where required.Track supplier and subcontractor quotations and follow up on outstanding information. Check tender documents for completeness, spelling, formatting and consistency before submission. Assist with uploading electronic tender submissions on client portals where required. 5. Communication and Follow-Up

Communicate with internal departments to collect required tender information. Follow up with clients or procurement portals regarding tender clarifications, submission requirements and award outcomes where authorised. Distribute tender clarifications, addenda and updates to the relevant internal team members.Notify relevant departments of tender awards, unsuccessful outcomes and client feedback. Escalate missing information, risks, unclear requirements or deadline concerns to the Assistant Tender Manager, Tender Manager or Commercial Manager. Maintain professional communication with clients, consultants, procurement departments, suppliers and internal stakeholders.Grade 12. Administration, Office Management, Business Administration, Tender Administration, Project Administration or similar qualification will be advantageous. Minimum 2 to 5 years’ experience in tender administration, office administration, document control, procurement administration or construction-related administration.Experience in the construction industry is required. Experience working with public and private sector tenders will be advantageous. Experience with tender portals, supplier databases and procurement platforms will be advantageous. Computer literate, with good Microsoft Office skills. Strong Microsoft Word, Excel, PDF and document formatting skills.Experience with Monday.com, tender tracking systems, CRM systems, sales pipeline platforms or similar business development platforms will be advantageous. Good written and verbal communication skills. High attention to detail. Required Skills and Competencies

Good planning and organisational skills. Ability to work under pressure and meet strict deadlines. Excellent attention to detail. Ability to coordinate information from multiple departments. Ability to work accurately with tender returnables and compliance documents. Good computer and document formatting skills.Ability to maintain accurate records. Ability to read and understand tender instructions, returnable schedules and submission requirements. Ability to handle confidential company and tender information. Professional conduct and accountability. Attributes

Reliable. Organised. Detail orientated. Self‑motivated. Honest and trustworthy. Professional and presentable. Willing to learn. Able to take instruction. Able to follow processes. Able to work independently and as part of a team. Can‑do and will‑do attitude. Committed to company goals and client satisfaction.Levels of Authority

Assist with tender administration and coordination. Maintain tender records, tender folders and tender registers. Follow up on outstanding tender information. Communicate with clients, suppliers or procurement portals on administrative matters where authorised. May not approve pricing, commercial terms, tender strategy or contractual commitments.May not submit tenders without approval from the Tender Manager, Assistant Tender Manager, Commercial Manager or authorised manager. Measurable Outputs

Accurate and up-to-date tender register. Tender deadlines tracked and communicated timeously. Tender folders properly maintained. Tender returnables completed accurately. No missed compulsory briefings, clarification deadlines or submission deadlines due to administrative oversight. Quality and completeness of tender submissions.Timeous follow‑up on outstanding information. Accurate filing of tender clarifications, addenda and proof of submission. Updated compliance and standard tender documents. Professional presentation of tender packs. Accurate reporting on tender status, submissions and outcomes. Reporting Mechanisms and Frequency

Daily tender deadline and task updates where required. Weekly tender administration report to the Tender Manager / Assistant Tender Manager / Commercial Manager. Weekly update of Monday.com, tender register, company CRM, sales pipeline or approved company platform. Immediate reporting of urgent deadlines, missing documents, tender risks or submission concerns.Monthly tender status and filing report where required. SPEC‑Africa does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits.

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