Site and Tender Administrator

Overview

Site and Tender Administrator Jobs in Secunda, Mpumalanga, South Africa at TNR HR Business Solutions

Title: Site and Tender Administrator

Company: TNR HR Business Solutions

Location: Secunda, Mpumalanga, South Africa

About Our Client:

Our client is an established engineering and construction company delivering multidisciplinary engineering, civil construction and infrastructure solutions across South Africa. With a strong reputation for quality, safety and technical excellence, the organisation services major industrial clients, including projects within the Sasol environment.

Due to continued growth, our client is seeking to appoint a proactive, highly organised and commercially driven Site and Tender Administrator to join their team in Secunda. This position offers an exciting opportunity for an individual who thrives in a fast-paced engineering and construction environment and enjoys combining project administration with tender coordination and business development support.

This is a fixed-term contract with the potential to become permanent, subject to business requirements and individual performance.

Purpose of the Role:

The Site and Tender Administrator will be responsible for providing comprehensive administrative support to engineering and construction projects while coordinating the preparation, submission and administration of tenders. The successful candidate will ensure that project documentation, compliance requirements, fleet administration and tender submissions are managed efficiently, accurately and in accordance with client and company requirements.

The role will further be responsible for coordinating the company’s fleet administration, ensuring that company vehicles remain compliant, maintained and available to support operational requirements. In addition, the incumbent will support the organisation’s growth strategy by identifying new tender opportunities, maintaining strong relationships with existing clients, particularly within the Sasol environment, and assisting in securing work with new clients across the engineering, construction and infrastructure sectors.

Key Deliverables:

Project Administration

• Coordinate all project and site administrative activities.
• Maintain accurate project documentation and filing systems.
• Prepare project correspondence, reports and meeting minutes.
• Manage document control processes and revision registers.
• Coordinate employee, subcontractor and visitor onboarding documentation.
• Maintain attendance registers, timesheets and project records.
• Assist Project Managers with project administration and reporting requirements.
• Maintain quality, safety and project documentation registers.
• Coordinate procurement and purchasing documentation.
• Monitor project deliverables and administrative deadlines.
• Prepare project close-out documentation.
• Ensure all project records are maintained in accordance with company procedures.

Tender Administration

• Identify suitable tender opportunities within the engineering and construction sector.
• Monitor tender portals and procurement platforms daily.
• Prepare complete and compliant tender submissions.
• Coordinate the collection of pricing, technical information and supporting documentation.
• Maintain an up-to-date tender register.
• Monitor tender closing dates and submission deadlines.
• Ensure compliance with all tender requirements and specifications.
• Coordinate clarification requests and responses.
• Maintain a library of company profiles, certifications and standard tender documentation.
• Submit electronic and hard copy tenders within prescribed deadlines.
• Track tender outcomes and maintain tender performance records.

Fleet Management

• Administer the company’s fleet management system and maintain accurate vehicle records.
• Coordinate vehicle licensing, registration renewals and roadworthy compliance.
• Monitor scheduled vehicle servicing, preventative maintenance and repairs.
• Maintain fleet inspection records and ensure vehicle checklists are completed.
• Coordinate breakdowns, repairs and service bookings with approved service providers.
• Monitor vehicle utilisation, fuel consumption and operating costs.
• Maintain records of vehicle allocations, driver authorisations and key registers.
• Ensure fleet documentation complies with company policies and client requirements.
• Assist in investigating vehicle incidents, accidents and traffic infringements.
• Maintain insurance documentation and facilitate insurance claims where required.
• Monitor fleet compliance with Occupational Health and Safety requirements and company fleet policies.
• Produce monthly fleet utilisation and maintenance reports.
• Support continuous improvement initiatives relating to fleet performance, cost management and compliance.

Business Development Support

• Assist in identifying new business opportunities.
• Build and maintain relationships with existing and prospective clients.
• Support the preparation of company profiles, capability statements and proposals.
• Assist with client presentations and business development initiatives.
• Coordinate supplier registrations and prequalification processes.
• Follow up on submitted tenders and quotations.
• Maintain an up-to-date client and opportunity database.
• Support the management team in expanding the company’s client base beyond existing projects.

Sasol Compliance Administration

• Coordinate all Sasol contractor administrative requirements.
• Maintain contractor compliance documentation.
• Ensure compliance certificates remain valid and current.
• Coordinate vendor registration updates.
• Maintain SHEQ documentation required by Sasol.
• Liaise with client representatives regarding administrative requirements.
• Ensure compliance with all applicable Sasol contractor procedures and documentation requirements.

Minimum Qualifications:

• National Diploma or Degree in Business Administration, Office Management, Project Management, Supply Chain Management or a related discipline.
• A qualification in Tender Administration or Procurement will be advantageous.
• Project Administration certification will be advantageous.

Minimum Experience:

• A minimum of 3–5 years’ experience in an engineering, construction or infrastructure environment.
• Proven experience in project and site administration.
• Demonstrated experience preparing and coordinating tender submissions.
• Previous experience working within the Sasol environment (essential).
• Experience administering company fleet operations or fleet management systems.
• Experience coordinating vehicle maintenance schedules and compliance records.
• Experience maintaining project compliance documentation.
• Experience coordinating multiple projects and competing deadlines simultaneously.
• Exposure to contract administration will be advantageous.

Systems and Software:

Applicants should demonstrate proficiency in:

• Microsoft Office 365 (Advanced Excel, Word, Outlook and PowerPoint)
• Microsoft Teams
• SharePoint
• Microsoft Project (advantageous)
• Adobe Acrobat Professional
• Electronic Document Management Systems
• Online Tender Portals
• Central Supplier Database (CSD)
• National eTender Portal
• SAP (advantageous)
• Fleet Management Systems (advantageous)
• Sasol contractor systems (advantageous)

Knowledge Requirements:

A sound understanding of:

• Engineering and construction project administration
• Tender compilation and procurement processes
• Contract administration principles
• Document control systems
• Construction project documentation
• Sasol contractor requirements
• SHEQ administration
• Business development support processes
• Records management
• Office administration best practices

Knowledge of Legislation:

A sound understanding of:

• Engineering and construction project administration.
• Tender compilation and procurement processes.
• Fleet administration and fleet maintenance coordination.
• Vehicle licensing, servicing and compliance administration.
• Contract administration principles.
• Document control systems.
• Construction project documentation.
• Sasol contractor requirements.
• SHEQ administration.
• Business development support processes.
• Records management.
• Office administration best practices.

Competencies:

The ideal candidate will demonstrate:

• Exceptional organisational and planning skills
• Strong attention to detail
• Excellent written and verbal communication skills
• Ability to prioritise multiple deadlines
• Commercial awareness
• Relationship-building skills
• Initiative and proactive problem-solving
• High levels of professionalism and confidentiality
• Strong coordination and administrative capability
• Ability to work independently and under pressure
• Excellent time management skills
• Client-focused approach
• Adaptability within a dynamic project environment
• Strong coordination and scheduling ability.
• Excellent record-keeping and document management skills.
• Ability to manage multiple operational functions simultaneously.
• Cost-conscious with sound administrative and analytical skills.
• High level of accountability and ownership.