Fresh Opportunities at Broll

POSITION PURPOSE

• Provide support to AIG Management, Staff and Broll Facilities Management Division.
• Answer telephone calls and client's/visitors questions to ensure they are transferred/assisted correctly.
• Prepare courier documents, letters, presentations, weekly and monthly facilities reports and maintain statistical data.
• Prepare Incident & Accident reports and all other registers and ensure these are sent to the relevant parties concerned with all supporting documentation.
• Plan, prepare and oversee specific projects and co-ordinate all branch functions, meetings, conferences and broker/staff training as assigned.
• Co-ordinate and monitor all travel arrangements, both local and international for AIG management and staff.
• Assists in overseeing third party service contracts, procures services and directs maintenance procedures by ensuring all contractors have the correct documentation and are escorted at all times.
• Ensures that the building, grounds and equipment are well maintained and in optimal working condition.
• Implements departmental and procurement policies and procedures and ensures that all operations are in accordance with the established health and safety regulations.
• Ensures that services purchased are of acceptable quality in compliance with the procurement policy and that all payments are loaded and processed timeously.
• Keep management well informed of area activities and significant problems.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for effectively handling and managing the switchboard.

• Operates the switchboard to connect, hold and transfer all incoming calls.
• Ensures that all incoming calls, questions and complaints are resolved in a timely manner by channeling calls to the responsible persons I departments.
• Provides general information to clients before transferring calls.
• Updates the telephone system by programming it with new information and changes as it occurs inside the company, within 24 hours.
• Ensures the relevant parties concerned are informed immediately if the telephone lines are down and arranges for the service provider/s to attend to the matter urgently.

Assumes responsibility for establishing and maintaining effective communication and co-ordination with staff and management.

• Plan, prepare and  oversee  specific  projects  and  co-ordinate  all  branch  functions,  meetings  and conferences as assigned.
• Co-ordinate staff training and meetings as assigned.
• Co-ordinate and monitor all travel arrangements, both local and international for AIG management and staff.
• Ensure management and staff are well informed of any contractor visits or maintenance scheduled to take place.
• Ensure that services purchased are of acceptable quality and that  all payments are loaded  and processed timeously

Assumes responsibility for reporting effective maintenance and health and safety records

• Prepares documents, letters, presentations, weekly and monthly facilities reports and maintains statistical data.
• Prepares Incident & Accident Report/s and ensures these are sent to the relevant parties concerned, together with all supporting documentation within 24 hours.
• Ensures that the building, grounds and equipment are well maintained and in optimal working condition.
• Ensures the relevant ATW and RAMS are obtained from the relevant parties concerned, before any work commences.
• Ensures an induction is done with Vendors, Suppliers & Contractors and Emergency Procedures supplied where applicable.
• Ensures the Contractor Checklist is completed and sent to the relevant parties concerned, together with all supporting documentation within 24 hours.
• Ensures Health and Safety files are kept on site for Vendors, Contractors and Trade Professionals.
• Ensures Health and Safety requirements are updated, including all Notice Boards and files.
• Assists with Fire Drills and Evacuation procedures and provides a copy of the Roll Call Register to the relevant persons concerned within 24 hours, together with a copy of the minutes as soon as these are received.

Assumes responsibility for ensuring professional business relations with Vendors, Contractors, and Trade Professionals

• Works to develop and maintain productive business relations with Vendors, Suppliers, Contractors and Trade Professionals.
• Acts as a liaison between the Company and external contacts.
• Ensures effective co-ordination of external services with Company operations.
• Obtains and conveys information as appropriate.
• Promotes goodwill and a positive image of the Company.
• Responsible to arrange and manage all events that take place in the AIG cricket suite at the Kingsmead Stadium.

Assumes responsibility related duties as required or assigned

• Ensures that work area is clean, secure, and well maintained.
• Completes special projects as assigned.
• Reports on any security incidents.
• Public Relations: Assistance to the PR I Marketing functions

PERFORMANCE MEASUREMENTS 

• Calls and enquiries are courteously and professionally handled or referred.
• Good communication and co-ordination exists with departments and assistance provided if needed.
• Building/s are well maintained, secure and meet the needs of the Company.
• Property operations are efficiently and cost effectively administered.
• Reports are complete, accurate, and delivered on time according to schedules.
• Effective business relations exist with vendors, contractors, and trade professionals.
• All Health and Safety requirements are attended to immediately.
• Senior Management is appropriately informed of area activities and of any significant problems

Education/Certification:   

• Matric
• Additional   related   maintenance   and   Property   Management   training preferred

Required Knowledge :       

• Excellent understanding of Property Management procedures & Service Contracts
• Knowledge of businessservice functions, basic accounting concepts, budgeting and procedures.

Experience Required:                  

• 2 - 3 years related experience.

Skills/Abilities:                 

• Excellent telephone skills
• Good communication and public relations skills
• Willing to co-operate with and assist others
• Able to organise, co-ordinate, and direct team activities
• Strong problem solving skills
• Well organized and attentive to detail
• Must be able to  use  all  related  maintenance  equipment  and computer       applications, i.e. MS Word, Excel, Powerpoint, Outlook

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POSITION PURPOSE

Responsible for the management of the Centre. Ensure investment growth and maximum income of Centre through effective Centre management and asset control. Develops related budgets, oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures.  Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition.  Develops and implements departmental policies and procedures and ensures that all operations are in accordance with established health and safety regulations.  Ensures that services purchased are of acceptable quality at the least possible cost. Keeps Senior Management well informed of area activities and significant problems.  Trains, directs, and appraises assigned personnel.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for the effective operations management of Centre and facilities.

Centre Management

• Keeps abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlord’s strategies
• Attends meetings / functions related to successful operation of Centre i.e. SAPOA, CJP etc.
• Assists with a five-year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the Assistant General Manager / Director
• Investigates/initiates proposals for refurbishments
• Maintains a hands-on control of projects in hand
• Reviews the building status/grade ongoing and advise the Senior Management regarding maintaining the standards within those grade

Client Reporting

• Provides accurate information to client according to agreed format timeously
• Analyses of monthly income /expenses and variance reporting
• Monitors turnover rentals
• Monitors of all municipal recoveries (and general recoveries) on a monthly basis

Planning and Budgeting

• Prepares and completes budgets as required each year
• Completes of forecasts timeously as required
• Reviews market rentals quarterly and ensure best possible rate achieved and maintained as per agreed mandates
• Assists in formulation of business plans for the unit
• 5 Year budget – preparation and control or as required by the client
• Quarterly review and monitoring results or as required by the client

Quarterly Expenditure / Analysis 

• Sets and motivates Capex /TI philosophy per building in consultation with client
• Recommend TI standard specification
• Recommend Capex requirements
• Ensures we conform to Capex philosophy and procedures
• Estimates new operating costs
• Ensures recovery of operational and utility costs in accordance with Lease terms

Debtors and Creditors Management

• Undertakes monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and recommend legal action
• Credit Control. Responsible for Management:
  • Arrears
  • Legal action / liaising with attorneys / management as required
  • Motivate Write-offs to senior management / client

Parking Management

• Attends monthly / ad hoc interaction meetings all parkades where applicable
• In conjunction with the responsible person for parking, maintains accurate control of “in house” operated parkades

Tenant Relations

• Deals with correspondence / interaction with tenants as required
• Ensures that leases are timeously renewed and all vacant space is let and in a presentable state

New Tenants

• Determines and recommends letting mandates (i.e. rental levels, installation cost etc.) for approval
• Undertake lease negotiation and maintenance of tenant relationships
• Controls new leases and record of same
• Controls / oversees new installations (through technical / operations manager where appropriate) including:
  • Premises design
  • Negation/liaison/control with/of professionals and contractors
  • Sign off acceptance of complete premise

Existing Tenants

• Renews Lease Agreements in accordance to mandate
• Tenant liaison and public relations
• Controls/arranges centre promotions through merchant’s association/s or promotion committee/s or marketing funds
• Regular assesses tenants’ turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties
• Monitor and compile foot traffic reports

Expense Control

• Checks and authorises payment of accounts
• Authorises cleaning, consumables, electrical and general maintenance orders
• Controls wage and salary allocation
• Controls municipal payments and recoveries there against
• Ensures cost effectiveness and performance of contractors

Financial Management

• Monthly financial statements
• Monthly management reports
• Accurate budgeting and reporting

Operating costs

• Calculates operating costs for charge-out to tenants
• Ensures recoveries as appropriate
• Tenant mix i.e. what business should be established / recommended
• Networking with tenants, public, external organizations
• Issues tender documents

Expense control

• Checks and approves payment of accounts
• Controls cleaning, consumables, electrical and general maintenance
• Controls municipal payments and recoveries there against
• Ensures effective performance of contractors

Customer liaison

• New Tenants
• Lease negotiation
• Maintenance of tenant relationships

Public relations

• Establishes and maintains sound public relations
• Attracts people to the Centre
• Control of Advertising Materials
• Motivates and assists tenants to improve their services

• Assumes responsibility for the effective repairs and maintenance of the Centre.

Asset Management

• Controls/schedules/implements regular preventative maintenance program in line with budget constraints
• Motivation of refurbishments, major repairs as appropriate
• Attends site meetings with contractors in respect of maintenance/expansion of projects
• Monitors progress
• Inspection / enforcement of tenant responsibilities during and on termination of lease terms
• Liaises with appropriate Government, Provincial and/or local authorities
• Responsible for Compliance of OSH Act

 Maintenance

• General Maintenance of Buildings and premises
• All electrical, electronic, mechanical and air conditioning equipment
• Complies with the OHS act and all other statutory requirements

• Assumes responsibility for the security of all the Centre facilities. Conducts scheduled inspections of security systems and implements improvements as necessary.

Occupational health and safety

• The development of security action plans, systems and directives
• The management of security guards on shift
• The establishment and maintenance of an emergency preparedness programme
• The training of Maintenance and Security personnel in Occupation and Health Safety
• Report security incidents to our management

Assumes responsibility for ensuring professional business relations with tenants, suppliers, contractors, and trade professionals.

• Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
• Acts as a liaison between the Company and external contacts
• Ensures effective coordination of external services with Company operations
• Obtains and conveys information as appropriate
• Promotes goodwill and a positive image of the Company

 Effectively supervises Centre personnel, ensuring optimal performance.

• Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures.  Discusses areas needing improvement
• Assigns and coordinates personnel. Directs daily operations
• Identifies, develops, and implements training programs as appropriate
• Conducts performance appraisals. Provides measurable feedback to assigned personnel and suggestions for improved performance. Formulates and implements employee corrective actions as needed
• Ensures that staffing levels are appropriate. Interviews, hires, and assigns personnel as necessary

Assumes responsibility for related duties as required or assigned.

• Ensures that work area is clean, secure, and well maintained
• Completes special projects as assigned

PERFORMANCE MEASUREMENTS

• Good communication and coordination exists with departments. Assistance is provided as needed
• Senior Management is appropriately informed of area activities and of any significant problems
• Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided
• Company facilities are well maintained and secure and meet the needs of the Company
• Centre operations are efficiently and cost effectively administered
• Current and future Centre needs are well planned and budgets are established and maintained
• Effective business relations exist with vendors, contractors, and trade professionals

QUALIFICATIONS

EDUCATION/CERTIFICATION:

• Matric
• Additional related maintenance and Centre management training preferred

REQUIRED KNOWLEDGE             

• Excellent understanding of Centre management procedures
• Knowledge of budgeting, service contracts, and leasing agreements

EXPERIENCE REQUIRED

• Five or more years of related experience, with at least two or more years of supervisory experience

SKILLS/ABILITIES

• Excellent leadership abilities
• Able to organize, coordinate, and direct team activities
• Strong problem solving skills
• Good communications skills
• Able to use all related maintenance equipment and computer applications

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POSITION PURPOSE

Responsible for performing a variety of accounts payable and related clerical duties. Receives, sorts, and proofs accounting documents, and posts totals. Matches invoices to appropriate authorizing documents. Codes invoices with appropriate general ledger account numbers and related project and budget codes. Inputs invoice information into automated accounts payable application. Performs arithmetic calculations and reviews internal records. Prepares reports and maintains records and files as needed. Completes collections and deposits of accounts receivable items. 

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the accurate and timely performance of accounts payable functions.

• Reviews source documents and matches purchase orders, invoices, and receiving documents.
• Codes invoices to appropriate general ledger accounts.
• Determines optimum payment dates and takes advantage of all discounts on invoices.
• Reviews invoices to ensure they are correctly coded, properly authorized, and there are no overpayments or repeat payments.
• Ensures that approval authority is in accordance with purchasing policies.
• Processes payments and obtains authorized signatures.
• Performs accounting duties in accordance with established Company policies and procedures.
• Assumes responsibility for effectively researching, tracking, and resolving (or properly referring) accounting or documentation problems and discrepancies.

Assumes responsibility for establishing and maintaining effective business relations with vendors.

• Researches and resolves vendor problems and billing discrepancies.
• Answers vendors' questions or refers them appropriately.
• Maintains and projects the Company’s professional reputation.

Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management.

• Assists Accounting Department personnel as needed.
• Keeps management informed of area activities and of any significant problems. Reports transactions that are outside established purchasing policies to the Controller.
• Maintains regular contact with other departments to obtain information and/or to correct transactions.

Assumes responsibility for related duties as required or assigned.

• Ensures that work area is clean, secure, and well maintained.
• Performs general accounting duties as needed.
• Maintains confidentiality.
• Completes special projects as assigned.

 PERFORMANCE MEASUREMENTS

• Accounts Payable functions are accurate, current, and timely.
• Accounting errors, discrepancies, and violations in purchasing policies are promptly identified and resolved.
• Accounting duties are performed in accordance with established procedures and standards.
• Good communication and coordination exist with Company personnel. Assistance is provided as needed.
• Effective business relations exist with suppliers and vendors.
• Management is appropriately informed of area activities.

QUALIFICATIONS

• Education/Certification: Matric.
• Additional bookkeeping qualifications and / or courses preferred.

REQUIRED KNOWLEDGE

• Knowledge of Company purchasing policies.
• Understanding of basic bookkeeping concepts and procedures.
• Knowledge of automated accounts payable applications.

EXPERIENCE REQUIRED

• One to two years of previous accounts payable experience preferred.

SKILLS/ABILITIES

• Well organised, accurate, and attentive to detail.
• Good math skills.
• Cooperative and willing to assist others.
• Able to use accounting software and spreadsheets.

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POSITION PURPOSE

Responsible for the maintenance of the building. Completes preventive maintenance, installs new equipment, and assists with routine building maintenance.  Completes work order records and files all related maintenance paperwork.  Assists area staff as required, responds to the maintenance needs of different departments, and keeps management well informed.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for effectively completing assigned maintenance duties.

• Continuously checks and inspects buildings to identify maintenance needs.
• Responds promptly and efficiently to tenant maintenance requirements.
• Responds promptly and efficiently to duties allocated to you by the building supervisor or regional building manager.
• Checks all main outer and inner doors (broken glass, open and close properly etc.).
• Checks exterior of buildings and identify problem areas.
• Checks and replace lights inside ladies and gent’s toilets, foyers, passages, stairways, parking areas. Also checks external security lights.
• Checks all fittings in toilets (taps, basis, urinals etc.).
• Checks all equipment such as air-conditioning plant, standby pumps, sump pump, water tanks, water feature equipment etc.
• Checks all fire equipment along with the building supervisor.
• Ensures that you are familiar with how the emergency equipment functions and what the emergency procedures are.
• Performs a visual check of the electrical distribution boards to ensure no loose wiring, etc.
• Performs repairs where necessary and if these cannot be repaired, advise building supervisor immediately.
• Identifies daily maintenance issues, communicates with the building supervisor and schedules the work for your attendance.
• Inspects equipment, checks operating condition, and logs repair needs.
• Follows all safety rules and procedures, and operates equipment in accordance with established safety policies and department procedures. Ensures compliance with legal regulations. Completes regular OSH inspections and updates monthly reports as appropriate.  Ensures that OSHA requirements are effectively implemented.

Assumes responsibility for tenant installations.

• Performs ad hoc quality control checks on tenant installations – during or on completion.
• Ensures premises are in satisfactory condition before the tenant moves in
• Along with the building manager assists tenants when they move into the premises
• Where necessary assists with the removal/relocation of partitioning

Assumes responsibility for establishing and maintain effective relationships with tenants.

• Maintains regular contact with tenants.
• Reports all items to building supervisor especially if tenants have lodged complaints.
• Ensures that urgent matters are reported immediately and attended to immediately.

Assumes responsibility for maintaining related records.

• Tracks and records repair and maintenance results.
• Completes work orders, lists materials issued and used, and files paperwork with appropriate personnel.
• Updates equipment maintenance records as appropriate.
• Completes equipment and supply orders as assigned.

Assumes responsibility for establishing and maintaining effective working relationships with area staff and with management.

• Assists area staff as needed.
• Ensures that management is appropriately informed of area activities.
• Attends meetings as required.
• Meets the maintenance needs of different departments throughout the facility.

Assumes responsibility for related duties as required or assigned.

• Ensures that work area and grounds are clean, secure, and well maintained.
• Completes special projects as assigned.
• Familiarises himself with emergency numbers and contractor’s details in order to assist the building manager or act up in his absence.

PERFORMANCE MEASUREMENTS

• Maintenance assignments are completed in accordance with established policies and procedures.
• Safety regulations are closely followed.
• Maintenance records, work orders, and department logs are accurate and up-to-date.
• Equipment is well maintained and in good operating condition. Preventive maintenance is performed as scheduled.
• Management is appropriately informed of area activities and of any significant problems.
• Good communication and coordination exist with area staff and departments.

QUALIFICATIONS

• Education/Certification: Standard Eight (Grade10)
• Additional training in maintenance and repair procedures.

REQUIRED KNOWLEDGE

• Basic knowledge of maintenance functions and safety protocol.
• Able to read and follow blue prints.

EXPERIENCE REQUIRED

• Minimum of two years of related maintenance experience.

SKILLS/ABILITIES

• Able to work well independently.
• Attention to detail.
• Solid hand/eye coordination.

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POSITION PURPOSE

Responsible for planning, organising, and directing the activities of the Centre.  Oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures.  Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition.  Develops and implements departmental policies and procedures and ensures that all operations are in accordance with established health and safety regulations.  Ensures that services purchased are of acceptable quality and follow the procurement policy. Keeps Senior Management well informed of area activities and significant problems.  Trains, directs, and appraises assigned personnel.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the planning, development, and implementation of effective operations management policies, procedures, and planning.

• Assists Senior Management in developing short and long term goals and plans. Assists with long term budget projections.
• Executes established operational goals and ensures that corporate wide plans are complemented and supported.
• Assists in developing policies and procedures for Centre operations. Conducts periodic reviews of existing policies and procedures to ensure maximum efficiency.

• Assumes responsibility for the effective operations management of the Centre and facilities.
  • Coordinates and arranges third party services of maintenance contractors, suppliers, vendors, etc. Deals with contractors on daily basis.
  • Liaises with tenants with regards to operational problems.
  • Responds to emergency call outs.
  • Day to day running and control of:
    • Tenant complaints
    • Security
    • Air Conditioning
    • Cleaning, Electrical, Plumbing etc.
  • Authorises of invoices for payments.
  • Issues tender documents.
  • Calculates operational costs for charge out to the tenants to ensure recoveries where appropriate
  • Manages space planning. Ensures that the Centre layout will accommodate present and future operational and space requirements.
  • Conducts periodic inspections of facilities, assesses problems and needs, and implements improvements in operations as appropriate.
  • Coordinates maintenance activities. Ensures that facilities are clean, well maintained, and in good repair. Directs preventive maintenance procedures as appropriate.
  • Ensures that Centre operations are in compliance with established procedures, policies, regulations and codes.

Assumes responsibility for the security of all the Centre facilities. Conducts scheduled inspections of security systems and implements improvements as necessary.

• Identifies security threats and develop action plans for the prevention of incidents
• Establishes and maintains security systems for the Centre and tenants
• Monitors shops and businesses and react on emergency calls
• Establishes and maintain security information network
• Liaises with SAPS and local authorities
• Plans the manning of the center and manage guards on duty
• Determines the needs for security systems and equipment
• Communicates with tenants regarding security systems
• Develops and implements security devices
• Creates security awareness amongst staff, tenants and shoppers
• Compiles budgets and control expenditure
• Establishes emergency plans

Assumes responsibility for ensuring the efficient and cost effective administration of Centre operations.

• Develops and implements safety directives
• Completes financial forecasting duties, and generates and updates schedules for building expenditures.
• Creates safety awareness and trains staff in Health and Safety.
• Ensures compliance with legal regulations. Completes regular OSH inspections and updates monthly reports as appropriate.  Ensures that OSHA requirements are effectively implemented.
• Ensures that facilities operations are cost effective, efficient, and within established budget constraints.
• Oversees the procurement of furnishings and equipment in accordance with budget planning.
• Researches vendors, contractors, and suppliers to ensure that equipment and services are of acceptable quality, competitively priced, and delivered on time.
• Ensures that all maintenance agreements and leases are current.
• Ensures that billing discrepancies are promptly tracked and resolved.

Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.

• Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
• Acts as a liaison between the Company and external contacts.
• Ensures effective coordination of external services with Company operations.
• Obtains and conveys information as appropriate.
• Promotes goodwill and a positive image of the Company.

Effectively supervises Centre personnel, ensuring optimal performance.

• Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures.  Discusses areas needing improvement.    
• Assigns and coordinates personnel. Directs daily operations.
• Identifies, develops, and implements training programs as appropriate.
• Conducts performance appraisals
• Provides measurable feedback to assigned personnel and suggestions for improved performance
• Formulates and implements employee corrective actions as needed
• Ensures that staffing levels are appropriate. Interviews, hires, and assigns personnel as necessary

Assumes responsibility for related duties as required or assigned

• Ensures that work area is clean, secure, and well maintained
• Completes special projects as assigned
• Reports on Operational expenses, foot traffic, security incidents etc.

PERFORMANCE MEASUREMENTS

• Good communication and coordination exists with departments - Assistance is provided as needed
• Procurement policy is fully complied with
• Senior Management is appropriately informed of area activities and of any significant problems
• Operations personnel are well trained, effective, and efficient- Appropriate supervision and assistance are provided
• Company facilities are well maintained and secure and meet the needs of the Company
• Centre or Property operations are efficiently and cost effectively administered
• Current and future Centre or Property needs are well planned and budgets are established and maintained
• Effective business relations exist with vendors, contractors, and trade professionals

QUALIFICATIONS

• Education/Certification: Matric
• Additional related maintenance and Centre management training preferred

REQUIRED KNOWLEDGE

• Excellent understanding of Centre or Property management procedures
• Knowledge of budgeting, service contracts, and leasing agreements

EXPERIENCE REQUIRED

• Five or more years of related experience, with at least two or more years of supervisory experience

SKILLS/ABILITIES

• Excellent leadership abilities
• Able to organise, coordinate, and direct team activities
• Strong problem solving skills
• Good communications skills
• Able to use all related maintenance equipment and computer applications

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Job Summary:

• A Tender Administrator must highly organised and detail-oriented. The Tender Administrator will be responsible to support and assist the Tender Manager to ensure that the tender process is adhered to from start to finish ensuring all tender documentation is complete and accurate. The Tender Administrator will have excellent administrative and communication skills, be able to work well under pressure, and be able to manage multiple tasks simultaneously.

Key Responsibilities:

• Project control: Assist the Tender Manager in managing the tender project process from start to finish
• Assist with the searching, compiling and distributing of tender leads to stakeholders in business units
• Prepare and organise all tender documentation, ensuring accuracy and completeness
• Assist with compilation, packaging and signatures of tenders for delivery
• Liaise with internal and external stakeholders to collect necessary information and documentation
• Assist with the coordination of submission of tender responses, ensuring deadlines are met
• Assist and ensure that all tender documentation is compliant with legal and regulatory requirements, as well as company policies and procedures
• Support and assist the Tender Manager in analysing and evaluating tender documents and data
• Maintain accurate records/registers of tender activity, including tender status and results
• Provide administrative support to other team members, as needed
• Assist in the preparation of reports on tender activity and performance
• Monitor and maintain the tender management software/document centre, ensuring all information is up-to-date and accurate
• Attend tender briefing sessions, if necessary
• Assist with delivery of tenders where necessary
• Skills:
• Excellent administrative and organisational skills, with the ability to manage multiple tasks simultaneously
• Strong communication and interpersonal skills, with the ability to build relationships with internal and external stakeholders
• Ability to work independently and as part of a team, with a positive and proactive attitude
• Proficient in Microsoft Office and tender management software (if applicable)
• Attention to detail and ability to maintain accuracy under pressure

Qualifications:

• At least 3-5 years’ experience working with tenders as per description above
• Matric Certificate, or same level certification
• Post Graduate Degree is an advantage