Divisional Administrator at Bidvest Prestige

Job Description
Tender and Bid Administration

• Compile, prepare, and submit tender and bid documentation within prescribed deadlines.
• Ensure all tender requirements, schedules, pricing documents, compliance certificates, and supporting documentation are complete and accurate.
• Maintain tender registers and monitor tender submission and award status.
• Liaise with internal departments to obtain required information for tender submissions.

Sales and Business Development Support

• Prepare weekly and monthly sales reports and business development updates.
• Assist with the preparation of client presentations, proposals, and marketing documentation.
• Coordinate appointments and meetings for management with prospective and existing clients.
• Track and monitor sales-related administrative activities.

Commission Administration

• Compile and submit commission schedules and supporting documentation.
• Verify calculations and ensure approvals are obtained before submission.
• Maintain commission records and address related queries.

Contract Administration and NCI Process

• Administer the New Contract Implementation (NCI) process and register new contracts on company systems.
• Ensure all new contract documentation is completed accurately and submitted timeously.
• Follow up on outstanding paperwork, approvals, and client documentation.
• Maintain an updated contract register and filing system.

Executive and Divisional Administration

• Provide administrative support to the Management Executive and divisional management team.
• Manage diaries, appointments, correspondence, and documentation.
• Prepare letters, reports, presentations, and business communications.
• Coordinate and support divisional projects, events and initiatives.

Meeting and Minute Administration

• Schedule and coordinate management, operational, and client meetings.
• Prepare meeting agendas and supporting documentation.
• Record, type, and distribute meeting minutes.
• Monitor action items and follow up on outstanding matters.

Reporting and Data Management

• Consolidate operational, financial, and management reports from various departments.
• Prepare monthly, quarterly, and annual divisional reports.
• Maintain accurate records and databases.
• Ensure timely submission of reports to management.

Travel and Accommodation Coordination

• Arrange travel, accommodation, vehicle hire, and related logistics for management and employees.
• Maintain travel and accommodation registers.
• Ensure bookings comply with company policies and approved budgets.
• Maintain supporting documentation for travel expenditure.

Event and Project Coordination

• Coordinate divisional events, training interventions, conferences, workshops, and client functions.
• Manage logistics, venue bookings, attendance registers, and supplier arrangements.
• Ensure successful execution of divisional events and activities.

Compliance and Record Keeping

• Maintain divisional records, registers, and filing systems.
• Ensure compliance documentation remains current and accessible.
• Safeguard confidential company information.
• Assist with audits and compliance-related administrative requirements.

General Administrative Support

• Process purchase requisitions and administrative documentation.
• Coordinate office supplies and administrative resources.
• Handle incoming and outgoing correspondence.
• Perform ad hoc administrative duties as required by management.

Minimum Qualifications

• Grade 12 (Matric).
• Diploma or Certificate in Business Administration, Office Management, Public Management, Management Assistance, or a related field.
• A relevant tertiary qualification will be advantageous.

Experience Required

• Minimum 3–5 years’ administrative experience, preferably within a cleaning, facilities management, services, or operational environment.
• Experience in tender administration and contract administration.
• Experience compiling reports and preparing management presentations.
• Experience coordinating meetings, travel arrangements, and events.
• Experience supporting senior management or executives.

Knowledge Requirements

• Knowledge of tender processes and documentation.
• Knowledge of contract administration and implementation processes.
• Understanding of general business administration principles.
• Knowledge of reporting and record management systems.

Skills and Competencies

Technical Skills

• Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong report-writing and document preparation skills.
• Data capturing and record management skills.
• Minute-taking and meeting administration.
• Travel and event coordination.
• Document control and filing management.

Core Competencies

• Excellent verbal and written communication skills.
• Strong planning and organisational abilities.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Strong interpersonal and stakeholder management skills.
• Problem-solving and analytical thinking.
• Professionalism and confidentiality.
• Ability to work independently and as part of a team.
• Customer service orientation.
• Adaptability and flexibility.