Tender/Bid Administrator

Application Deadline Mar 13, 2018

Job Description

You will be responsible to assist with administration and co-coordinating of all day-to-day activities of the bid office and to provide support to tender submissions
You will deal with tender where the team all must work together. It is essential to be flexible, understand urgency and priorities.
You need a constant awareness of the deadlines and outstanding information
You must be able to cope with a substantial amount of responsibility, remain calm under pressure, and be able to read and interpret instructions carefully
You must be non-compromising on quality and attention to detail on all deliverables.

Role and Responsibilities

Perform an initial review of the Tender documents to establish the scope of work the Tender schedule and clarify any items that are unclear
Understand document management, Nipex, Dpr and other statutory documentation
Determine the physical format for tenders including layout, number of copies, special requirements and deliverables
Prepare bids according to tender’s requirements
You will be responsible for tender accuracy and completeness to make sure all bid documents required for submittal are prepared and signed by the authorised personnel
Assist with production of final bid documents and arrangements to supply these documents to the customer within defined tender deadlines
To co-ordinate, manage and support Bids and Tender (RFQ & RFI) submissions
Participate in all internal tender meetings
Ensure that all relevant data and information compiled during the tender development phase is considered and made available to all Tender team members
Liaise with all tender team members to ensure accuracy and compliance with customer requirements
Ensure bid and proposal WORD documentation is formatted, collated and presented in a professional manner.
Render admin and typing support with tenders / proposals and monitor a time line
Review final documents for quality control and proof read for accuracy and compliance
Provide continuous feedback to the team and prioritise order of importance of engagements
Build relationships with key proposal teams in other departments / associates
Maintain status of generic proposals and work with Bid Manager to ensure they are reviewed, revised and reapproved as necessary
Alert Bid Manager to potential problems in tender document
Maintain accurate records and file manual & electronic copies of all the tender data ie correspondence quotations internal input etc
Keep up to date documentation of all tender returnables
Update the tender register.