Tender / Office Administrator - A0671

Status: Open

Starting salary (Negotiable): 20,000/Monthly

Tags: Tender / Office Administrator

Company Overview

Our client was established in 2017 by a team of highly skilled industry professionals with over 50 years of collective experience across sectors such as Retail, Hotels, Offices, Public Sector Infrastructure, and Mining Projects. They emphasize technological expertise, innovation, digitization & automation in cost management to optimise cost control processes for the benefit of clients.

Purpose of the Role

To support the tendering process and general office administration functions, ensuring that tender submissions are accurate, submitted on time, and that the office operations run smoothly. This role ensures that our client administrative and tender documentation standards are met, supporting project managers and cost consultants.

Key Responsibilities

Tender Administration

·       Collect and organize tender documents & specifications

·       Prepare and assemble tender submissions (checklists, annexures, pricing schedules, compliance documentation)

·       Ensure tender documents are accurate, complete, and submitted by the deadline

·       Maintain a register of tender submissions, responses, and outcomes

·       Liaise with consultants / clients / suppliers to gather required documents and clarifications

Office Administration

·       Manage incoming correspondence, phone calls, emails relevant to tenders and general office matters

·       Maintain filing systems (electronic and physical) for tenders, contracts, project documentation

·       Support with data entry, spreadsheets, tracking budgets / costs as required

·       Ordering / reordering of office supplies; maintain office equipment

·       Assist with scheduling meetings, coordinating with internal teams for tender meetings, briefings

Document Control & Quality

·       Ensure all documents are formatted according to company template/style, properly proofread

·       Maintain version control of tender documents

·       Ensure compliance with internal standards and client submission requirements

·       Assist with archiving of closed tenders / project files

Communication & Liaison

·       Coordinate with external parties (suppliers, clients, subcontractors) to obtain required documents

·       Liaise with internal team members (cost consultants, project managers) to ensure all tender requirements are met

·       Follow up on outstanding documents or clarifications

Other Support Tasks

·       Ad hoc administrative tasks as assigned (office – printing, photocopying, scanning, etc.)

·       Support for internal reporting as required

·       Assist with basic bookkeeping tasks (e.g. invoices, receipts) if needed

·       Maintain confidentiality of sensitive information

Required Skills & Qualifications

Must-Have:

·       Matric / Grade 12 or equivalent

·       1‑2 years’ experience in tender administration / bid office or administrative role in consulting / construction / cost management

·       Valid driver’s license

·       Own car

·       Excellent organizational and time‑management skills; ability to meet deadlines under pressure

·       Strong attention to detail, accuracy in document handling

·       Good written and verbal communication skills

·       Proficiency in MS Office (especially Word, Excel)

·       Basic understanding of tender processes / procurement documentation

·       High level of reliability and ability to work independently

·       Good file and records management

Nice-to-Have:

·       Previous experience in cost consulting, construction, or engineering environment

·       Familiarity with digitization / automation tools, document management systems

·       Experience in working with clients / consultants in cost management

·       Additional languages (Afrikaans, etc.)

·       Knowledge about South African procurement / tender regulations or CIDB etc.

Personal Attributes

·       Proactive, self‑motivated, and able to take initiative

·       Able to handle multiple tasks and prioritize effectively

·       Good interpersonal skills, strong team player

·       High degree of integrity and confidentiality

·       Flexible & willing to adjust when urgent tender deadlines arise

Working Conditions

·       Full‑time position

·       Standard business hours, with occasional overtime or adjustment when tenders are due

·       Based in office with some work possibly remote (depending on tasks)

Reporting Lines

·       Report to: Senior Cost Consultant / Tender Manager / Office Manager (depending on company structure)

·       Work closely with: Cost consultants, project managers, procurement / supply team

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