We have a national footprint with major operations being based in Gauteng and KwaZulu-Natal and pride ourselves on operational excellence, exceptional customer service and maintaining the highest standards of quality throughout our supply chain.
Purpose
The Tender Administrator is responsible for coordinating and administering the end-to-end tender process for submission. The incumbent will ensure the accurate preparation and submission of tender documents, maintain tender records, coordinate procurement activities, process quotations, and ensure compliance with all customer and regulatory requirements to ensure tenders are submission ready.
The role requires exceptional attention to detail, strong organisational skills and the ability to work in a fast-paced healthcare environment where accuracy and deadlines are critical.
Key Responsibilities
Tender Administration
- Manage the tender process from document preparation through to submission ready stage.
- Prepare and submit accurate tender documentation to relevant Manager.
- Maintain tender registers and records.
- Liaise with vendors and suppliers.
- Liase with internal departments to complete tender requirements - Finance, HR, Technical, Operations etc.
- Handle customer enquiries professionally.
- Maintain company records and correspondence.
- Ensure compliance with company policies and regulatory requirements.
- Coordinate the complete tender process from receipt of tender invitations through to submission.
- Prepare, compile and review tender documentation for completeness and accuracy.
- Ensure all tender submissions comply with customer specifications and submission deadlines.
- Monitor tender closing dates and maintain the tender calendar.
- Maintain an electronic and manual filing system for all tender documentation.
- Liaise with internal departments to obtain pricing, technical specifications and supporting documentation.
- Maintain tender registers and submission records.
- Monitor tender outcomes and communicate results to management.
Quotations
- Prepare and process daily manual quotations received from hospitals, healthcare facilities and customers.
- Ensure quotations are accurate and submitted within agreed turnaround times.
- Follow up on outstanding quotations.
- Maintain quotation records.
- Coordinate pricing approvals where required.
Procurement & Vendor Coordination
- Assist with procurement administration.
- Process purchase orders.
- Coordinate supplier documentation.
- Liaise with local and international suppliers.
- Monitor outstanding purchase orders.
- Maintain supplier records.
Compliance
- Ensure compliance with company policies and procedures.
- Ensure tender documentation complies with customer requirements.
- Maintain confidentiality of pricing and tender information.
- Assist with audit requirements.
- Ensure document version control.
Minimum Requirements
- Grade 12 (Matric).
- National Diploma or Degree in Business Administration, Supply Chain Management, Procurement or a related qualification will be advantageous.
- Minimum 2-3 years' experience in Tender Administration, Sales Administration or Procurement.
- Experience within the medical, pharmaceutical or healthcare industry will be advantageous.
- Knowledge of government tender processes will be advantageous.
- Computer literacy (Microsoft Office Suite).
- Advanced Microsoft Excel skills will be advantageous.
- Experience working with ERP systems or Zoho is advantageous.
- Excellent written and verbal communication skills.
- Valid driver's licence will be advantageous.
- Willing to work overtime and weekends if required.
Skills and Competencies
- Excellent organisational skills.
- Strong administrative ability.
- Excellent attention to detail.
- Ability to work under pressure.
- Excellent written communication skills.
- Strong verbal communication skills.
- Analytical thinking.
- Time management.
- Customer-focused.
- Ability to prioritise workloads.
- High level of confidentiality.
- Professional telephone etiquette.
- Problem-solving ability.
- Team player.
- Self-motivated and proactive.
Key Performance Indicators (KPIs)
- Tender submission accuracy.
- On-time tender submissions.
- Quotation turnaround time.
- Customer service levels.
- Administrative accuracy.
- Compliance with tender requirements.
- Record management.
- Reporting accuracy.
- Customer satisfaction.
Working Conditions
- Office-based role.
- Monday to Friday.
- 08h00 - 17h00.
- Additional hours may be required to meet tender submission deadlines.
Start Date
As soon as possible.
If you are a motivated administrator with a passion for accuracy, organisation and customer service, and would like to contribute to a leading healthcare organisation, we encourage you to apply.
