RFQ, Tender & Office Administrator

Gammon Group (Pty) Ltd is seeking a highly organised, experienced and proactive RFQ, Tender & Office Administrator to join our team on a full-time basis.

VACANCY: RFQ, TENDER & OFFICE ADMINISTRATOR

Company:  Gammon Group (Pty) Ltd

Position:  RFQ, Tender & Office Administrator

Employment Type

Full-Time

(i) Monday to Thursday 09H00AM to 16H00PM;

(ii) Fridays 09H00AM to 15H00PM.

Location:  Gauteng

Remuneration:  Market-related, based on experience

Start Date:  As soon as possible

The successful candidate will be responsible for identifying tender and RFQ opportunities, compiling and submitting compliant bid documentation, obtaining supplier and subcontractor quotations, maintaining company compliance documentation, and assisting with the general day-to-day administration of the office.

This position is suited to an individual who has  hands-on experience with South African public and private sector tender processes  and is comfortable working independently under strict submission deadlines.

Duties & Responsibilities

1. RFQ & Tender Administration

• Identify, source and monitor relevant  RFQs, RFPs, bids and tender opportunities  from government departments, municipalities, SOEs and private-sector clients.

• Monitor platforms such as the  National Treasury eTender Portal, CSD, Eskom and other procurement portals .

• Download, review and assess tender documents and bid requirements.

• Prepare tender/RFQ checklists and submission schedules.

• Compile complete tender and RFQ submissions in accordance with the client's requirements.

• Complete tender returnable schedules, declarations and administrative forms.

• Ensure that all compulsory documents, annexures and supporting documentation are included.

• Coordinate electronic and physical tender submissions.

• Ensure tenders are submitted correctly and  before the applicable closing dates and times .

• Maintain a comprehensive tender register recording opportunities, deadlines, submissions, outcomes and follow-ups.

• Track submitted bids and assist with post-submission correspondence and clarifications.

2. Pricing, Quotations & Supplier Coordination

• Request quotations from suppliers, manufacturers, subcontractors and service providers.

• Compare supplier quotations and assist management with preparing competitive bid pricing.

• Compile pricing schedules and supporting commercial documentation.

• Maintain and continuously expand the company's supplier and subcontractor database.

• Follow up with suppliers to ensure quotations are received within tender deadlines.

• Assist with obtaining product specifications, datasheets, letters of authorisation and other technical supporting documentation required for bids.

3. Company Compliance Administration

Maintain and monitor the validity of company statutory and tender compliance documentation, including:

• CSD registration and reports

• CIDB registration and gradings

• SARS Tax Compliance Status and PIN

• B-BBEE documentation

• COIDA / Letter of Good Standing

• CIPC company documentation

• UIF and other statutory registrations

• Relevant industry registrations

• Company profiles

• Insurance documentation

• ISO certifications, where applicable

• Supplier/vendor registrations

• Municipal and SOE vendor databases

The administrator will be expected to proactively identify documents approaching expiry and initiate renewal processes before they affect tender eligibility.

4. Vendor & Procurement Portal Registrations

• Register and maintain Gammon Group's profiles on relevant supplier and procurement databases.

• Maintain usernames, company profiles and supporting documents for procurement portals.

• Respond to vendor onboarding and supplier registration requests.

• Assist with applications for vendor numbers and approved supplier status with relevant organisations.

5. General Office Administration

• Provide day-to-day administrative support to management.

• Maintain organised electronic and physical filing systems.

• Manage correspondence, documents, quotations and supplier records.

• Draft professional emails, letters and basic business correspondence.

• Schedule meetings and maintain administrative calendars where required.

• Maintain accurate company records and document-control systems.

• Assist with procurement and purchase administration.

• Liaise professionally with clients, suppliers, subcontractors, government departments and other stakeholders.

• Assist management with ad hoc administrative and operational requirements.

Desired Experience & Qualification

Minimum Requirements

Candidates should preferably have

• Minimum 3 years' practical experience  in RFQ, tender/bid administration, procurement administration or a closely related position.

• Demonstrable experience compiling and submitting  South African tenders and RFQs .

• Good understanding of government and SOE procurement processes.

• Experience working with  CSD and the National Treasury eTender Portal .

• Familiarity with  CIDB requirements and gradings  will be highly advantageous.

• Good understanding of tender compliance documentation, including SARS, B-BBEE, COIDA and CIPC documentation.

• Strong Microsoft Office skills, particularly  Microsoft Word, Excel, Outlook and PDF document management .

• Excellent written and verbal communication skills.

• Strong administrative, organisational and document-control skills.

• Ability to work independently and manage multiple tender deadlines simultaneously.

• Excellent attention to detail.

Advantageous Experience

Preference may be given to candidates who have experience with tenders/RFQs relating to:

• Construction and civil engineering

• Electrical infrastructure

• Renewable energy / solar projects

• Engineering and technical services

• Mining and industrial services

• Eskom and other State-Owned Enterprises

• Municipal and provincial government procurement

Experience working with  CIDB-related tenders  will be particularly advantageous.

Personal Attributes

We are looking for someone who is

• Highly organised and deadline-driven

• Meticulous and detail-oriented

• Proactive rather than reactive

• Reliable and accountable

• Comfortable working independently

• Able to work under pressure when tender deadlines are approaching

• Professional in dealing with clients, suppliers and government institutions

• Resourceful in obtaining quotations and supporting tender documentation

• Able to identify potential compliance problems before submission

• Willing to take ownership of the company's tender administration function

Package & Remuneration

Competent

• 3+ years:  R16,000 – R20,000

Strong

• 4–6 years:  R20,001 – R25,000

Interested?

Application Requirements

Interested candidates should submit the following to hr@gammon.co.za :

• A detailed CV;

• Copies of relevant qualifications/certificates;

• A brief summary of their  RFQ and tender administration experience ;

• Examples or a description of the types of tenders previously handled;

• Current or most recent remuneration;

• Expected remuneration;

• Notice period / earliest available starting date; and

• Contactable references.

Important:  Applicants should clearly indicate their practical experience in compiling and submitting tenders. Candidates with only general office administration experience and no meaningful RFQ/tender exposure may not be suitable for this position.

Subject to

• Probation:  3 months

• Annual Leave:  15 working days per annual leave cycle, or more if Gammon wants to differentiate itself

• Performance review:  After 3–6 months

• Tender Performance Incentive:  discretionary bonus for exceptional performance/successful awards, structured carefully so that quality and compliance are rewarded rather than merely the number of bids submitted

• Laptop/Company Equipment:  provided

• Business Cellphone / Airtime:  company SIM or allowance where the employee regularly contacts suppl