Tender Administrator in Cleaning, Hygiene and Pest Control Services

Job description

• Take the lead in identifying and submitting tenders under cleaning, hygiene, pest control services and general supply of goods and services.
• Provide office administration and support.
• Sourcing quotations from suppliers.
• Generating quotations, invoices and delivery notes.

• Identify and shortlist relevant tenders and RFQ’s on various platforms daily
• Clients websites
• E-tenders
• Supply chain network
• CIDB
• 115 Info and admin mailboxes
• Daily and weekend newspapers
• Client walk in centres (e.g City Power Tender Building)
• Central supplier database
• Word of mouth
• Take note of tender briefing sessions and make arrangements for suitable personnel to attend
• Evaluate tender requirements and make decisions on suitability to proceed in consultation with management
• Purchase tender documents
• Update tender tracking list and office notice board on a weekly basis
• Identify and follow up on private sector leads
• Register on relevant vendor list databases in the public and private sectors

• Ensure that the following documents are relevant and up to date:
• Bank Rating and account confirmation letters
• Certified directors’ ID documents
• Certified copies of qualifications for technical teams
• Board resolution for authority to sign tender document
• Co-ordinating technical team assistance – pricing and methodology
• Compiling supporting documents
• Appointment and reference letters
• Practical completion certificates
• CIDB
• All other documents required for a successful tender / RFQ
• Provide pricing schedule in Excel format to technical teams for assistance with pricing
• Take note and incorporate additional information communicated by client during bidding period
• Bring the tender/RFQ document for review by management at least two days before closing date

• Submit the tender/RFQ document at the relevant location at least 24 hours before closing date. No tender/RFQ shall be submitted on the closing date
• Provide a list of prices read out at the public bid openings
• Compile a database of competitors and their pricing patterns
• Respond to tender/RFQ validity extension requests from clients
• Where applicable, obtain feedback from clients on unsuccessful tenders
• Attend bid evaluation and adjudication sessions where these are open to the public (e.g. cities of Ekurhuleni and Tshwane)
• Achieving a tender success rate of at least 40%
• Update tender tracking list
• Meeting the branch targets as per HR Planning meeting

• Matric or relevant administrative qualification
• Relevant office administration certificate
• Supply chain qualification

• 1-3 years’ relevant experience

• Extension knowledge of the full spectrum tender process
• Knowledge of general office administration

• Working independently and as a team member
• Innovative
• Adaptability and flexibility
• Willingness to learn
• Integrity

• Ms Office Packages (Word, Excel, PowerPoint, Outlook)
• Ability to communicate on different levels
• Sound decision making