Job Title:Reception / Admin Assistant

Findojobs South Africa; South Africa; On-site; ZAR 300,000 - 400,000; Full time

Job summary

A leading recruitment firm in South Africa seeks a Bid Coordinator to manage the end-to-end bid process. The role requires strong people management, excellent communication, and proven experience in delivering winning bids. Responsibilities include analyzing RFQs, engaging with stakeholders, and ensuring timely bid submissions. Ideal candidates will have a minimum of 5 years in the data center or ITC industry and possess strong organizational skills.

Qualifications

• Minimum 5 years of experience in data centre or ITC industry.
• Previous experience with tenders is required.
• Proven ability to deliver winning bid opportunities.

Responsibilities

• Compile and submit winning bids according to client requirements.
• Engage with stakeholders and manage bid submissions.
• Ensure timely and compliant submission of bids.

Skills

Technical bid management

Excellent communication skills

Time management

Proficiency in MS Office

Interpersonal abilities

Education

Completed Grade 12

Job description

Detail : The Bid Coordinator will compile and prepare and submit a winning bid, whilst taking ownership of the end-to-end bid process. The Tender and Bid Coordinator is significantly involved pre-RFP, driving the Client Awareness Phase and ensuring all resources are aligned to the client’s requirements long before the Bid Phase gets underway. After bid submission, the Tender and Bid Coordinator remains involved through the presentation and negotiation stages, ensuring all lessons learned are fed back and implemented.

Responsibilities include the introduction and implementation of all necessary bid procedures, governance, and processes. This is a highly networked role that requires an ability to work under pressure and to challenging deadlines. It requires strong people management and commercial skills.

MAIN FUNCTIONS OF THE JOB :

• Analyse and complete RFQ’s, RFP’s, tenders, and technical survey’s.
• Assist Bid Manager with technical responses as and when required on behalf of the Sales department or clients themselves
• Engaging with various external stakeholders, other departments, and levels of management
• Liaises with the departments on an ongoing basis with respect to Tender requirements and Tender status
• Maintaining bid database and bid information for easy use by internal staff
• Formatting and compiling of bid submission documents
• Administer and maintain the pipeline on Ozone CRM system
• Assist Bid Manager in obtaining relevant information for client responses and projects
• Maintain technical database of facilities / responses
• Account Management functions as and when required
• Form part of the bid teams and inputs from key stakeholders, typically engaging with sales, marketing, product teams, finance, commercial, legal and project management / delivery.
• Prepare and review the commercial aspects of the bid, ensuring all products / services are included in the final price to the customer.
• Contributing to the written proposal - both in terms of content and presentation (such as providing guidance around the executive summary).
• Ensure timescales are achieved at each step of the bid process, including all internal governance, while taking the initiative in setting realistic deadlines.
• Ensure on-time submission of compliant and commercially sound bids.
• Co-ordinate and plan all client presentations required as part of the bid submission.
• Drive continuous improvement, through post-bid reviews, both internally and with customers.

SKILLS REQUIREMENT :

Proven ability in delivering winning technical bid and tender opportunities. Ideally has a background in solution selling and experience of bid management. Must be an excellent communicator and comfortable working at Exco level (internal and external customer). Analysing the tender document to understand the needs of the client

Planning bid preparation to ensure that deadlines are met

Editing or rewriting previous tenders to reuse relevant material

Liaise with other teams and senior stake holders to ensure submissions are made on time and to the required quality

Excellent communication skills, especially written English grammar, spelling & vocabulary, combined with the ability to understand technical concepts and tender questions then provide clear concise responses whilst working to tight deadlines and challenging targets

Collating materials provided by various departments and ensuring a uniform tone across the overall document

Develop knowledge of business, its products and services by reading and review previous bid and design documents and spending time with pre-sales, technical and commercial functions

Ensuring that the bid is accurate and delivered on time

Review and improve other customer materials and develop a consistent set of standards for other commercial functions to follow Develop a set of standard templates for less complex bids

Strong time management and organisational skills

Proven technical knowledge to respond to tender / RFP queries

High proficiency with MS Office (Word, Excel and PowerPoint)

Strong teamwork and interpersonal abilities

Deadline-driven and committed to excellence. Proven ability to work to tight deadlines

Methodical with excellent attention to detail

Good communication and writing skills

Adaptable and flexible

QUALIFICATIONS AND EXPERIENCE :

Completed Grade 12

Min 5 years data centre or ITC industry experience or IT technical exposure

Previous experience of tenders