Overview
Tender Administrator Jobs in Pretoria, South Africa at Cairnmead
Mondays: 07h30 – 19h00 (we have staff meetings from 17h00 – 19h00)
Tuesdays – Thursdays: 07h30 – 16h30
Fridays: 07h30 – 13h00
Location: Erasmusrand. This is not a remote vacancy and will be office-based.
The Tender Administrator is responsible for sourcing, coordinating, compiling, submitting, tracking, and administratively managing tender and bid opportunities for the Company. The role requires strong administrative control, attention to detail, deadline management, professional communication, and the ability to ensure that all tender and bid submissions are accurate, complete, compliant, and submitted within the required timelines.
Key Responsibilities and Duties 1 Tender and Bid Documentation
The Tender Administrator is responsible for compiling accurate, complete, and professional tender and bid documentation for potential projects. This includes, but is not limited to:
- Carefully reviewing all tender and bid documents to identify submission requirements, compulsory returnables, deadlines, briefing sessions, and submission methods.
- Ensuring that all required documentation is included in the tender or bid submission.
- Compiling and collating tender and bid packs in accordance with the requirements of the tender document.
- Ensuring that each submission is complete, accurate, professionally presented, and submitted in the correct format.
- Ensuring that up-to-date commercial documents are used in all submissions.
The Tender Administrator must ensure that each tender and bid submission meets the Company’s quality standards and that incomplete, outdated, or incorrect documentation is not submitted.
2 Tender and Bid Searches
The Tender Administrator is responsible for searching for tenders, bids, quotations, and other relevant project opportunities on various platforms on a daily basis. This includes:
- Monitoring tender and bid platforms daily for relevant opportunities.
- Assessing whether identified opportunities are relevant to the Company’s services.
- Procuring tender or bid documents where required.
- Reviewing tender documents to determine submission deadlines, compulsory requirements, briefing sessions, and required documentation.
- Communicating compulsory briefing sessions to the appropriate reporting line to ensure that a Cairnmead representative is arranged to attend.
- Ensuring that tender and bid deadlines are diarised, monitored, and actioned in advance.
- Renewing subscriptions to lead platforms timeously to ensure continuity of daily leads and opportunities.
Missed tender or bid deadlines may result in the loss of potential projects. The Tender Administrator must therefore manage all opportunities proactively and ensure sufficient time is allowed for review, approval, completion, and submission.
3 Tender and Bid Submission Management
The Tender Administrator must ensure that all tender and bid submissions are submitted in the manner prescribed by the tender or bid documents. This includes:
- Confirming whether submissions must be submitted electronically, physically, through a portal, or via email.
- Ensuring that the correct company details are used, or another applicable entity within the Group.
- Ensuring that documents are correctly named, formatted, signed, certified, and attached.
- Ensuring that submission portals are accessed in advance to avoid last-minute technical issues.
- Keeping proof of submission where applicable.
- Escalating any risk of late submission or missing documentation to the relevant reporting line immediately.
4 Tender Control Sheets and Reporting
The Tender Administrator is responsible for maintaining accurate tender and bid control sheets and reports. This includes:
- Capturing complete and accurate information into the tender control sheet;
- Updating the status of tenders, bids, quotations, and opportunities;
- Following up on submitted tenders and bids where required;
- Maintaining traceability of electronic and hard copy documents;
- Recording deadlines, submission dates, briefing sessions, outcomes, and relevant follow-up actions;
- Providing weekly feedback to the CFO and relevant manager on tender and bid progress.
The Tender Administrator is also responsible for conducting won/lost analysis where applicable, identifying trends, challenges, and best practices that may improve the Company’s success rate in future bids and tenders.
5 Tender and Email Filing
The Tender Administrator is responsible for proper electronic filing and record-keeping of all tender and bid-related documents and correspondence.
This includes:
- Creating a separate Outlook folder for each tender or bid;
- Filing all related emails into the correct tender or bid folder once actioned;
- Ensuring that the inbox is used as a working task list and that completed items are filed correctly;
- Maintaining electronic tender folders with all relevant documentation;
- Ensuring that documents can be easily located when required by management, Finance, or operational teams.
Accurate filing is essential to ensure traceability, accountability, and continuity.
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Title: Tender Administrator
Company: Cairnmead
Location: Pretoria, South Africa
Category: