Tender Coordinator

Job Title Tender Coordinator Job Description The Tender Coordinator manages the end-to-end tendering process by identifying opportunities, coordinating bid requirements, and preparing compliant quotations and commercial offers. The role ensures timely and accurate submission of bids while maintaining tender records and tracking performance. It also supports continuous process improvement through tender analysis, risk identification, and management reporting. Your Role: • Monitors public procurement portals (such as the National Treasury Central Supplier Database (CSD)), digital tender boards, client networks, and customer vendor platforms to identify viable Request for Proposals (RFPs), Request for Quotations (RFQs), and tender opportunities. • Supports the preparation of pre-bid documentation and presentations by gathering information from internal databases, customer records, previous bids, and industry reports; develops and maintains a library of tender templates, proposal content, and best practices to streamline future submissions. • Analyzes tender documents to identify customer requirements, evaluation criteria, mandatory administrative returns, industry-specific certifications, compliance obligations, and submission requirements to ensure complete and compliant tender responses. • Obtains necessary approvals from relevant approvers in accordance with the Delegation Matrix and ensures Quotation Desk (QD) requests are processed accurately and on time. • Collaborates with cross-functional stakeholders, including Sales, Legal, Finance, HR, Supply Chain, and Product teams, to collect, validate, and consolidate all technical, commercial, pricing, contractual, and compliance documentation required for quotations and tender submissions. • Oversees collection of all prerequisites for quotations, including customer requirements, product specifications, approvals, and supporting documentation, ensuring completeness and accuracy. • Converts approved quotation outputs into Commercial Offers and ensures all submissions comply with internal policies, regulatory requirements, and customer specifications. • Prepares, formats, proofreads, compiles, and packages commercial offers and tender submissions in both electronic and physical formats, ensuring compliance with customer requirements and corporate branding standards. • Uploads, registers, and submits bids through customer procurement portals and vendor platforms or coordinates physical tender submissions when required, ensuring adherence to submission deadlines and procedures. • Maintains and updates a centralized tender tracking database to record bid values, submission status, progress metrics, awards, win/loss outcomes, partner participation, and post-tender evaluation feedback. • Conducts quarterly analysis of tender activity and outcomes, including tenders identified, submitted, won, lost, reasons for non-participation, and partner involvement, and prepares reports for Management highlighting results, risks, trends, and recommendations for improvement. You are the right fit if: • A Diploma or Bachelor's degree in business administration, Finance, Office Management, Supply Chain Management, Project Management, or industry-relevant technical fields • Min 3 to 5 years of proven experience directly handling tender coordination, procurement administration, or bid management. • Familiarity with specialized contract frameworks in Public sector healthcare in South Africa • Solid understanding of South African public sector procurement frameworks, legislative compliances, and online portal operations. • An Association of Proposal Management Professionals (APMP) or equivalent bid management certification is highly preferred. • High-level mastery of the Microsoft Office Sui