Office Administrator -Recruitment and Training

SUMMARY:
Carry out and supports the day-to-day operations of an office by managing schedules, correspondence, and office supplies.

POSITION INFO:

 1.       Tender Management:

• Identify and track tender opportunities relevant to the company.
• Manage the preparation and submission of tender documents in line with client requirements.
• Ensure all tender submissions comply with the required formats, specifications, and deadlines.
• Maintain a structured database of past and current tender submissions for future reference.

 2.      Documentation & Compliance:

•  Review and analyse tender documents, ensuring accuracy and inclusiveness as per requirements.
• Gather and organize supporting documents from various departments/ stakeholders.
• Ensure all company certifications, financial documents, and compliance records are updated beforehand and available and included in all submissions.
• Monitor and track tender amendments or appendixes, updating submissions as needed.

 3.       Stakeholder Coordination:

• Work closely with relevant stakeholders to compile tender responses.
• Liaise with external vendors, partners, and subcontractors for joint submissions where necessary.
• Represent as the central point of contact for all tender-related inquiries.

 4.       Process Improvement & Reporting

•  Continuously refine and improve tender processes to enhance efficiency and success rates.
• Maintain a database of awarded and lost tenders, analysing trends and key takeaways.
• Generate reports on tender activities, submission outcomes, and key learnings.

 Desired Experience & Qualification:

• Matric
• NQF 4 Business administration/ Office Management advantageous
• Related qualification advantageous
• 1 - 2 years'' administrative/ tender administration experience

 Required Skills & Competencies:

• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.
• High attention to detail with the ability to meet tight deadlines and work under pressure.
• Strong problem-solving and analytical skills.
• Ability to collaborate effectively with multiple departments and teams.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and document management systems.
• Familiarity with online tender portals and procurement processes