Commercial Administrator - Cornubia - Durban (71691) at Ntice Sourcing Solutions

PURPOSE OF THE ROLE

• The Commercial Administrator will provide comprehensive administrative and transactional support to the business, with a particular focus on RFQs, quotations, tender administration, purchase orders, invoicing and commercial documentation.
• The successful candidate will work closely with Sales, Finance, Procurement, Operations, Warehouse, Customer Support and other internal departments to ensure that commercial and administrative processes are completed accurately, efficiently and within required deadlines.
• The role requires a highly organised, detail-oriented and proactive individual who is comfortable working with multiple priorities and handling confidential customer, supplier and commercial information.

KEY RESPONSIBILITIES

Commercial Administration

• Provide day-to-day commercial and administrative support to the business and relevant departments.
• Administer Requests for Quotations (RFQs) from receipt through to completion.
• Prepare, capture, distribute and maintain accurate customer quotations.
• Follow up on outstanding quotations and provide relevant stakeholders with status updates.
• Process and maintain purchase orders, sales documentation and related commercial records.
• Ensure that pricing, product information, supporting documentation and approvals are accurate before submission.
• Liaise with Sales, Finance, Procurement, Operations and Warehouse teams to resolve commercial and administrative queries.

RFQ & Tender Administration

• Coordinate and administer RFQ and tender documentation.
• Ensure all required information, supporting documents, pricing and approvals are obtained before submission.
• Maintain accurate registers and trackers for RFQs, tenders, quotations and submission deadlines.
• Monitor tender and RFQ deadlines and proactively follow up with internal stakeholders.
• Assist with the preparation, formatting, collation and submission of tender documentation.
• Maintain an organised electronic filing system for completed and pending tenders and RFQs.
• Ensure that submitted documentation is complete, accurate, appropriately authorised and submitted within required timeframes.
• Track outcomes and maintain records of tender and RFQ submissions.

Invoicing & Transactional Administration

• Assist with the preparation and processing of customer invoices.
• Capture and verify invoice information accurately.
• Match and reconcile relevant quotations, purchase orders, delivery documentation and invoices where required.
• Liaise with Finance regarding invoicing queries, discrepancies and outstanding documentation.
• Follow up on missing or incomplete transactional documentation.
• Maintain accurate records of invoices and supporting commercial documentation.

General Administration & Document Control

• Maintain accurate electronic and manual filing systems.
• Capture, update and verify information on company systems, registers, trackers and spreadsheets.
• Maintain accurate customer and supplier information.
• Compile routine reports and provide administrative information as required.
• Track outstanding documentation, approvals, action items and deadlines.
• Ensure documents are correctly named, filed, version-controlled and readily accessible.
• Check documentation for completeness, accuracy and authorisation before submission.
• Assist with internal reviews, audits and compliance-related documentation.

Customer & Supplier Support

• Respond professionally to routine customer and supplier enquiries.
• Provide customers with quotation, order and documentation updates where required.
• Liaise with suppliers and internal departments regarding documentation and transactional queries.
• Ensure customer and supplier information is maintained accurately and confidentially.
• Escalate queries or issues to the relevant department or manager when required.
• Maintain a high standard of customer service in all written, telephonic and face-to-face communication.

Internal Coordination

• Work collaboratively with Finance, Sales, Procurement, Operations, Warehouse, Technical, Regulatory, Customer Support and other departments.
• Follow up with relevant stakeholders on outstanding information, approvals and documentation.
• Assist with coordinating administrative processes across multiple departments.
• Identify discrepancies, delays or missing information and escalate these promptly.
• Support management with reporting, document preparation and general commercial administration.

MINIMUM REQUIREMENTS

• Grade 12 / Matric.
• A certificate, diploma or qualification in Business Administration, Commercial Administration, Office Administration, Finance or a related field will be advantageous.
• Minimum 2-3 years' relevant experience in commercial administration, sales administration, tender administration, quotations, invoicing or a similar role.
• Proven experience administering RFQs, quotations and/or tenders.
• Experience with invoicing, purchase orders and commercial documentation.
• Strong Microsoft Office skills, particularly Excel, Word and Outlook.
• Experience working on an ERP, CRM or business management system; Zoho experience will be advantageous.
• Experience within the medical, pharmaceutical, healthcare, distribution or regulated environment will be advantageous.
• Excellent written and verbal communication skills in English.
• Strong numerical and administrative accuracy.
• A valid driver's licence will be advantageous.

KEY SKILLS & COMPETENCIES

The successful candidate should demonstrate:

• Excellent attention to detail and accuracy.
• Strong organisational and time-management skills.
• Ability to manage multiple RFQs, quotations, tenders and administrative tasks simultaneously.
• Strong follow-up and deadline-management skills.
• Ability to work under pressure and meet strict submission deadlines.
• Good numerical and data-capturing ability.
• Strong document management and filing skills.
• Professional written and verbal communication.
• Strong customer-service orientation.
• Ability to work independently and as part of a cross-functional team.
• Proactive and solutions-focused approach.
• High level of confidentiality and discretion.
• Sound judgement and problem-solving ability.
• Reliable, accountable and adaptable work ethic.

WORKING CONDITIONS

• Office-based position at Tara Healthcare's Cornubia, Durban office.
• Monday to Friday, 08h00-17h00.
• Fast-paced commercial and healthcare environment.
• The role requires the ability to manage competing priorities and meet time-sensitive RFQ, tender and commercial deadlines.

IDEAL CANDIDATE PROFILE

• The ideal candidate will be an experienced Commercial Administrator who is comfortable working across the full administrative and transactional cycle.
• They should have practical experience with RFQs, tenders, quotations, purchase orders and invoicing, combined with strong administrative discipline and attention to detail. The successful candidate should be proactive, deadline-driven and confident communicating with internal departments, customers and suppliers.
• Experience in a healthcare, medical device, pharmaceutical, distribution or other regulated environment would be advantageous.

APPLICATION

• If you are an organised and detail-oriented Commercial Administrator with experience in RFQs, tenders, quotations and invoicing, and are looking for an opportunity to join a leading healthcare organisation, we encourage you to apply.