Assistant Tender Manager Commercial Midrand

Purpose of the Position The Assistant Tender Manager is responsible for supporting the Commercial Manager, Tender Manager and Chief Commercial Officer with the planning, coordination, review and submission of tenders, proposals, quotations, expressions of interest and commercial submissions.

The role requires a detail-focused and commercially aware individual with experience in the construction industry, who can coordinate tender inputs from multiple departments, review tender requirements, identify risks, manage deadlines and ensure that submissions are complete, compliant, competitive and professionally presented.

The Assistant Tender Manager acts as the link between tender administration, estimating, quantity surveying, operations, procurement, compliance, commercial and management, ensuring that each tender is properly controlled from opportunity identification through to submission and handover.

Key Responsibilities 1. Tender Planning and Coordination Assist with managing the tender process from opportunity identification to final submission.

Review tender documents and prepare summaries of scope, mandatory requirements, functionality requirements, submission requirements, returnables, briefing dates and deadlines.

Prepare tender programmes, internal timelines and submission schedules.

Allocate tender-related tasks to the relevant internal team members and follow up on progress.

Coordinate tender inputs from Commercial, Estimating, Quantity Surveying, Design, Operations, Procurement, Legal, Finance, Health and Safety, Human Resources and Administration.

Arrange internal tender review meetings where required.

Ensure that tender clarifications, addenda and client communications are distributed to the relevant internal departments.

Monitor tender progress and elevate risks, delays or missing information to the Commercial Manager, Tender Manager or Chief Commercial Officer.

Ensure that tenders are compiled, checked, reviewed and submitted on time.

2. Tender Review and Compliance Review tender documents to ensure that all mandatory requirements and returnables are identified and addressed.

Check tender submissions for completeness, accuracy, consistency, formatting and professional presentation.

Ensure that all required signatures, stamps, declarations, schedules, forms, certificates and supporting documents are included.

Review compliance documents and ensure that company information is current and suitable for submission.

Ensure that Construction Industry Development Board, Broad-Based Black Economic Empowerment, tax compliance, safety, insurance, accreditation and company documentation is included where required.

Ensure that tender submissions comply with client instructions and company procedures.

Assist with ensuring that Quality Management System requirements are followed during the tender process.

Maintain quality control over tender files and submission packs.

3. Commercial and Technical Tender Support Assist the Commercial Manager and Tender Manager with tender strategy, feasibility reviews and bid/no-bid preparation.

Assist with identifying tender risks, commercial concerns, unclear scope items, abnormal requirements, contractual concerns and unrealistic timelines.

Coordinate technical inputs, method statements, project experience, organograms, programmes, resource schedules and capability information.

Assist with compiling proposal narratives, executive summaries, company experience sections and project-specific responses.

Coordinate with Estimating and Quantity Surveying teams to ensure that pricing schedules, bills of quantities and commercial information are correctly included.

Assist with requesting and tracking supplier and subcontractor quotations where required.

Ensure that pricing assumptions, exclusions, qualifications and clarifications are properly recorded where applicable.

Assist with tender handover documentation after award.

4. Tender Register, Reporting and Pipeline Management Maintain oversight of the tender register and ensure that all opportunities are recorded and updated.

Track tender status, briefing dates, site meeting dates, submission deadlines, clarification dates, awards and lost opportunities.

Monitor the tender pipeline and assist with prioritising tenders based on strategic value, capacity, risk and submission requirements.

Prepare weekly tender pipeline reports for the Commercial Manager, Tender Manager and Chief Commercial Officer.

Assist with reporting on tender success rates, submitted tenders, pending tenders, lost tenders, awarded tenders and reasons for unsuccessful submissions.

Ensure that the tender register, company CRM, sales pipeline or approved company platform is kept up to date.

Maintain accurate records of tender outcomes, client feedback and lessons learnt.

5. Client, Portal and Vendor Administration Assist with client procurement portal registrations, vendor applications and supplier database submissions.

Ensure that the company remains registered and compliant on relevant client and procurement databases.

Follow up on tender results, awards, clarification responses and client feedback where authorised.

Maintain records of client procurement contacts and tender portal access details.

Support the Key Accounts Manager and Commercial Manager with client-specific tender requirements and procurement database updates.

Monitor tender portals and procurement platforms for relevant construction, security, electrical, power and infrastructure opportunities.

6. Team Support and Supervision Support and guide Tender Administrators with tender compilation, document control, deadline tracking and submission requirements.

Review the work of Tender Administrators before tender submission.

Assist with training junior tender staff on tender processes, document control, formatting standards and compliance requirements.

Promote a structured, accurate and deadline-driven tender environment.

Ensure that tender staff follow company procedures and escalation processes.

Assist in developing standard tender templates, checklists, filing structures and submission control processes.

7. Internal Communication and Handover Ensure that tender requirements are communicated clearly to all relevant internal departments.

Follow up on outstanding inputs and escalated delays where required.

Assist with internal tender review meetings.

Prepare tender handover packs for awarded projects, including scope summaries, pricing assumptions, exclusions, clarifications, client requirements, submission documents and key risks.

Ensure that the execution team receives relevant tender-stage information after award.

Support the transition from tender stage to project execution stage.

Qualifications Grade 12.

Diploma or Degree in Business Administration, Commercial Management, Quantity Surveying, Construction Management, Engineering, Project Management or similar field will be advantageous.

Minimum 4 to 7 years' experience in tender administration, tender coordination, bid management, commercial administration or construction-related tendering.

Experience in the construction industry is required.

Experience in construction, engineering, security, fencing, electrical, power, renewable energy or infrastructure environments will be highly advantageous.

Strong understanding of tender processes, tender returnables, procurement portals and submission requirements.

Experience with public and private sector tenders.

Good understanding of construction documents, scopes of work, bills of quantities, specifications and technical submissions will be advantageous.

Computer literate, with strong Microsoft Word, Excel, PDF and document formatting skills.

Experience with tender tracking systems, CRM systems, sales pipeline platforms or similar business development platforms will be advantageous.

Good written and verbal communication skills.

Required Skills and Competencies Strong document review and compliance checking ability.

Good understanding of construction tender requirements.

Strong administration and organisational skills.

Ability to manage multiple tenders and deadlines at the same time.

Ability to coordinate inputs from various departments.

Strong attention to detail.

Good written communication and proposal compilation skills.

Ability to identify tender risks and elevate concerns.

Good problem solving ability.

Ability to work under pressure.

Ability to support and guide junior tender staff.

Ability to read and interpret tender instructions, returnable schedules, specifications, bills of quantities and scope documents.

Professional conduct and accountability.

Attributes Organised.

Detail orientated.

Reliable.

Proactive.

Commercially aware.

Professional and presentable.

Self motivated.

Able to work under pressure.

Able to take ownership.

Able to lead by example.

Able to work independently and as part of a team.

Committed to quality and continuous improvement.

Can do and will do attitude.

Levels of Authority Coordinate tender inputs and monitor tender progress.

Review tender submissions for completeness and compliance.

Guide and support Tender Administrators.
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