Tender Administrator / Bid Coordinator

Description:

Role Overview

The Tender Administrator / Bid Coordinator will take full ownership of the tender lifecycle — from sourcing opportunities to final submission and post-award compliance.

The successful candidate must be highly organized, compliance-focused, deadline-driven, and capable of managing large volumes of documentation with absolute precision. Key Responsibilities 1. Tender & Opportunity Sourcing

• Monitor government portals (eTenders, municipal sites, SOEs, etc.)

• Monitor corporate procurement portals

• Identify relevant RFQs, RFPs, and tenders

• Evaluate viability and compliance requirements

• Maintain an opportunity tracking register 2. Bid Preparation & Documentation

  • Complete tender documents accurately and in full

  • Compile mandatory compliance documents (CSD, CIDB, tax clearance, B-BBEE, COIDA, etc.)

  • Prepare pricing schedules in collaboration with management

  • Coordinate supporting documents (method statements, company profiles, policies)

  • Ensure 100% compliance before submission 3. Site Inspections & Briefings

    • Attend compulsory site inspections and briefing sessions

    • Record minutes and key requirements

    • Report operational requirements to management

    • Coordinate any clarifications required 4. Submission Management

      • Prepare final tender packs (physical and electronic)

      • Ensure correct labeling, binding, formatting, and sequencing

      • Submit bids before deadlines (no last-minute risk)

      • Maintain proof of submission records 5. Database & Compliance Management

        • Maintain an up-to-date tender document library

        • Manage expiry dates of compliance certificates

        • Maintain a database of submitted bids and outcomes

        • Track award feedback and improve future submissions Minimum Requirements

          • 3–5 years proven experience in:

            • Tender administration

            • Bid coordination

            • Government or corporate procurement submissions

            • Strong understanding of:

              • Public sector procurement processes

              • PPPFA & compliance documentation

              • Corporate RFQ processes

              • Excellent document control skills

              • High-level Microsoft Office proficiency (Excel, Word, PDF editing)

              • Ability to work under strict deadlines

              • Strong written communication skills Preferred Experience

                • Experience within logistics, removals, transport, or facilities management

                • Experience working with government departments or SOEs

                • Experience attending site inspections Core Competencies

                  • Extreme attention to detail

                  • Deadline-driven mindset

                  • Compliance-oriented thinking

                  • Structured and process-focused

                  • High accountability

                  • Professional communication skills