Bid Administrator

Are you highly organized, detail-oriented, and possess a knack for creative design? G4S Secure Solutions SA is seeking a dynamic Bid Administrator to join our team at the Head Office. In this role, you will play a crucial part in supporting our national and global bid processes by collating high-quality tender and proposal submissions.

Additionally, you will look after the development of marketing collateral and provide graphic design support, making this a unique blend of tender administration, project management, and creativity.

At G4S, we pride ourselves on being Agile, Reliable, Innovative, Caring, and committed to Teamwork, Safety, and Integrity. We are seeking a self-starter with a proven track record in maintaining company policy, adopting best practices, and exercising sound judgment. The successful incumbent will be expected to be results-driven and to live these values daily.

Main Purpose of the PositionThe role will be responsible for the collation of all tender/proposal submissions for bids as directed by the Bid Specialist or National Sales Operations Manager. Their primary objective is to support the bid process for national and global bids and assist the Bid Specialist via quality and positive task management.

The position holder is also responsible for the design and provision of marketing material as requested.

• Key Performance Areas
• Sales documentation - keep updated through the intranet and regular support to Sales Administrators in the regions
• Provide regions with sales-related documentation
• Keep all relevant certificates up to date
• Updating of the above on the intranet
• Respond to requests for information, proposal, quotation and tenders/bids
• Assist with drafting of sales-related documentation & presentations
• Capturing and tracking of tender information to provide feedback on all
• Prepare & submit national tenders & cost proposals
• Assist with compilation of national tenders & related tasks
• Ensure work is submitted on time & accurately
• Follow up on outstanding tenders
• Provide support with presentations
• Ensure best practice within all answers to all tender questions, and focus on specific areas that require more complex solutions
• Manage, review and submit on customer/ tender portals
• Compile & update customer references for specific industries
• Provide effective support and also assistance on requested projects
• Complete tasks within the allotted time frame and provide feedback
• Produce accurate work
• Provide reliable support-system
• Manage & execute special projects timeously & comprehensively
• Communicate with all relevant parties
• Development & design of marketing collateral
• Provide & design of marketing material as requested
• Development of marketing material/newsletters/brochures etc.
• Maintain Group branding & marketing guidelines
• Keep up to date on Group guidelines & advise accordingly
• Develop, write & produce advertisements in line with guidelines
• Ensure correct procurement process followed around orders and new marketing vendors
• Effective & efficient provision of graphic design support
• Administer marketing & sales portion of the intranet
• Provide graphic design support for other departments on request
• Ad hoc related tasks as requested
• Effective management & distribution of marketing material
• Administration of marketing/sales material stock
• Source & procure marketing and branded items
• Ensure new items are quoted & signed off in line with budget
• Health and Safety
• Participate in the design/ development/ review/ implementation and monitoring of the departmental safety plans for each year
• Participate in safety forums created by the company for example safety meetings and safety talks
• Report all safety incidents to the relevant people
• Discuss all safety incidents
• Follow-up on any activities assigned through safety meeting/committee/representative/management
• Attend safety education and refresher programs
• Comply with safety policies and procedures at the workplace
• Distribute safety information as and when required

Ideal Candidate

• Qualification and Experience
• Grade 12/Matric Equivalent
• Relevant Tertiary Qualification in Business Administration or a related field preferred
• Minimum 3 years’ tenders and/or contracts administration experience
• Graphic design experience advantageous
• Knowledge of Sales & Marketing, Understanding of costing modules
• Attention to detail and high accuracy in bid preparation and review.
• Familiarity with government procurement processes and industry-specific bid requirements
• Ability to collaborate with cross-functional teams and influence stakeholders at various levels.
• Skills and Attributes
• Computer Literacy (Google workspace
• Sheets, Docs, Slides)
• Understanding the organization’s goals and objectives
• Exceptional organizational and time management skills.
• Supporting and working with others
• Delivering objectives and great customer service
• Dealing with complexity
• Understanding pricing strategies and financial analysis in bid development.
• Ability to create visually appealing and engaging bid submissions and presentations.
• Strong project management skills, with the ability to prioritize tasks, meet deadlines and manage multiple bids simultaneously.
• Excellent analytical and problem-solving skills to assess bid opportunities and develop winning strategies.
• Excellent written and verbal communication skills, with the ability to present complex information clearly and persuasively.
• Prior experience in creating marketing materials (e.g. brochures, social media content) is advantageous
• Package

Description

Remuneration and benefits will be commensurate with the seniority of the role and in compliance with company remuneration policy and practice.

We welcome applications from all suitably qualified candidates, but South African citizens will have a distinct advantage.

If you are ready to add continuous value, drive winning strategies, and grow with an industry giant, Apply Now and become a vital part of the G4S Secure Solutions South Africa team!