Bid Coordinator [South Africa]

 

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Requirements:

Must be willing to work under immense pressure with many large projects running simultaneously

• A National Diploma or Degree in Marketing or Business Administration
• Project Management qualification/ certificate (favourable)
• Experience working on Design Programmes - Adobe Creative Cloud (favourable)
• Matric (Senior Certificate)
• Valid SA Drivers License
• Minimum 3yrs relevant experience in bid processing & documentation
• Bid coordination & Project Administration experience
• MS Word, MS Excel, MS Powerpoint, MS Project, MS Visio & MS Outlook (Intermediate skill level)
• Solid knowledge of the OHS Act, ISO 9001 Quality Management & Risk Management Systems

Role duties:

• Manage day-to-day bid process activities from document receipt to submission of bid
• Develop & manage the bid process plan toward effectively responding to RFIs, RFQs & RFPs
• Analyse tender documents to ensure all necessary mandatory information is included
• Research potential clients to develop targeted proposals that meet the clients needs & aspirations
• Facilitate the writing of comprehensive responses to RFIs, RFQs & RFPs to produce market-leading proposals and client presentations
• Engage with various stakeholders and levels of management in ensuring that proposals are reflective of the business & individual clients needs
• Liaise with support services such as Finance, People Management, and Supply Chain, to ensure the integrity of information required for bid proposals
• Ensure quality of bid documents in accordance with Bidvest Facilities Management & best practice quality standards
• Ensure that bid documents are complete within the stipulated timeframes and deadlines
• Implement & maintain controlled access storage for data & bid information for ease of use by internal stakeholders
• Responsible for effective communication between the client & company throughout the bid process
• Coordinate client site visits when necessary on behalf of the sales team
• Conduct whiteboard updates - consistent tracking of prospect bids & proposals submitted with the business development team
• Co-ordinate the application process for registration with clients/vendor and database registrations
• Handing drafts & finalised bid documentation to the sales team including the Chief Sales & Marketing Officer, for review prior to submission
• Tracking of tender / RFQ process and exact record keeping of strategic dates and information to be provided
• Provide weekly/monthly reports on pipeline bids (current & potential)
• Provide administrative support including, updating SharePoint folders, minute taking, coordination of site visits

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