Tender & Quotes Administrator

SUMMARY:
Global medical / surgical equipment supplier, based in Sandton requires an experienced Tender & Quotes Administrator.  A minimum of 4 - 5 years relevant experience within the healthcare / medical / pharmaceutical sector, is essential.

POSITION INFO:
You will assemble a bid team with the relevant service / business knowledge required to prepare a winning bid, whilst taking ownership of the end-to-end bid process. This is a highly networked role that requires an ability to work under pressure and to challenging deadlines. It will require strong people management and commercial and communication skills

Qualification & Experience Required
Matric (Grade 12)
Tertiary Qualification is an advantage
Minimum 5 years tenders experience within the medical / healthcare / pharmaceutical industry - this is essential
MS Office
Compliant and familiar with tender legislation laws
Knowledge of completion and finalization of tenders, RFQ’s and Knowledge of Vendor Data Management

Duties :

Tenders SA:
Searching for business opportunities (tenders) on various tender sites
Good understanding of National tendering and documents required for completion and submission
Maintain and develop good supplier relationships that enhance the company's ability to obtain business and business relationships
Manage the bid qualification process for new opportunities
Manage virtual bid teams and inputs from a variety of stakeholders, typically involving contributions from sales, marketing, product teams, finance, legal, HR and operations
Risk tracking and management throughout the bid process
Ensure that enquiries are distributed to applicable departments expeditiously and prepare tender checklist and pricing documentation in line with company guidelines for presentation within tender
Clearly specify requirements regarding scope, quality, quantity, delivery, samples and validity of offers through the preparation of a detailed enquiry scope of work and reconcile with information, brochures etc.
Create tender submission based on customer inquiry (RFQ, RFI, RFT & RFP)
Ensure that the tender meets customer’s requirements
Complete tender document using Adobe Acrobat / Word / Excel
Compile the mandatory documents and finalise tender document for Key Accounts Manager final check
Consolidate and prepare tender documents for Management's signature in line with applicable legislation
Monitor the tender submission process for formatting, completeness, consistency and compliance.
Ensure that the necessary company documents are in place and up to date
Manage the data related to the tendering process
Execute tender submissions, bids and proposals
Complete and follow up on order requisitions
Follow up on all open tender until closure (internal follow up)
Follow up on the awarding of tenders submitted after the closing date of the tender
Monitor the awarded price terms, validity period and price increase application
Compile monthly report for KAM
Complete and follow up on order requisitions
Complete provincial (CSD / Ariba) and private database registration when required
Control and maintain budget as per various project codes
Electronic and manual filling and storing of current, pending, awarded and completed tenders
Compile expenses schedules

Quotes
Process quotes via Pastel or manually
Process received quotes via Pastel or manually (telephonically / email)
Lead the bidding process
Ensure accurate and timeous preparation of Tender information required by Chemtech
Ensure correct pricing offers are submitted
Follow up after tender submissions, validity extensions, awards, cancellations
Ensure validity extension requests are signed and return to Chemtech
Attend to RFQ/ RFT/ RFI / RFP and Purchase Orders
Apply Commercial Terms – International Commercial Terms: International Chamber of Commerce (ICC) Incoterms ® 2010
Request for dimensions from Shipping Department and request for a quote from Freight Forwarders
Do all working files and send to Finance for approval (using the correct Rate of Exchange)
Prepare quotation, commercial invoices and pro-forma invoices for export customers
Update the system with Sales Orders
Ensure all export documents are received from Freight Forwarder e.g. SAD500
Inform customers when goods have departed
Create excellent customer relationships through prompt reaction to customer's needs
Maintain export market master data files
Update KAM Team on a regular basis

Vendor Data Management:
Complete required information on the CSD website and ensure it is complete, accurate and comprehensive (company registration documents, directors ID’s, commodities the supplier can supply, TCC, B-BBEE and all mandatory documents)