Project Administrator

SUMMARY:
The Proposal Administrator is responsible for coordinating and supporting the preparation, submission, and tracking of proposals, bids, and tender documents. The role ensures compliance with client requirements, company standards, and industry regulations while maintaining an efficient proposal development process

POSITION INFO:

Key Responsibilities:

Proposal Coordination & Administration:

• Assist in the preparation, formatting, and compilation of proposals, bids, and tender documents.
• Coordinate with technical, commercial, and legal teams to gather required inputs for proposals.
• Ensure proposals meet client specifications, deadlines, and submission guidelines.
• Maintain an organized database of proposal templates, past submissions, and supporting documents.
• Attend site briefings

Document Management & Compliance:

• Review tender documents and highlight key requirements for the proposal team.
• Ensure compliance with company policies, industry standards, and legal/contractual obligations.
• Manage version control and document tracking throughout the proposal lifecycle.

Stakeholder & Bid Process Support:

• Liaise with internal departments (engineering, procurement, project controls, project delivery, SHERQ, finance, legal) to consolidate proposal inputs.
• Assist in scheduling and minuting bid review meetings.
• Track proposal status and follow up on pending actions to meet deadlines.

Quality Assurance & Continuous Improvement:

• Proofread and edit proposal content for clarity, consistency, and professionalism.
• Maintain a lessons-learned database to improve future proposal submissions.
• Support the implementation of best practices in proposal development.

Qualifications & Experience:

• Education: Matric, however a Diploma or degree in Business Administration, Engineering, Project Management, or related field will be an added advantage.
• Experience: Minimum 3 years in proposal/bid administration, preferably in EPC, construction, energy, or mining sectors.
• Technical Skills: Proficiency in MS Office (Word, Excel, PowerPoint), Adobe Acrobat, Nitro and document management systems.
• Soft Skills: Strong organizational, communication, and multitasking abilities; attention to detail; ability to work under pressure.
• Advantageous: Knowledge of MS Office, SharePoint, or bid management software; understanding of EPC contract terms.

Working Conditions:

• Office-based with occasional overtime to meet proposal deadlines.
• May require interaction with international clients and teams across different time zones.
• May require occasional travel to client sites or project locations; a valid driver’s license is mandatory.

Reporting Structure:

Reports to the Proposal Engineer or Business Development Lead.