Role DescriptionTo facilitate the development and submission of comprehensive bid proposals to prospective Clients, timeously & within budget. Ensure that the Company has given itself the utmost possible chance for the bid success.Key traits are positive and enthusiastic bid specialist with sound admin and project skills to work alongside the Bid Manager and Sales Team. Excellent project management and organization skills critical.ResponsibilitiesManage day-to-day bid process activities from the initial stage to submission & ensure optimal resource usageDevelop & manage the bid process plan towards effectively responding to RFIs, RFQs & RFPsGenerate leads, RFP's, RFI's and RFQ's from online portals and provide statistics on success rate monthly.Analyse tender documents & research specific potential clients in order to develop targeted proposals that meet the client's needs & aspirationsResearch potential clients to develop targeted proposals that meet the client's needs & aspirationsFacilitate the writing of comprehensive responses to RFIs, RFQs & RFPs in order to produce market leading proposalsEngage with operations and top management in ensuring that proposals are reflective of the business & individual client's needsLiaise with support services such as Finance, People Management, Supply Chain, to ensure integrity of information required for bid proposalsEnsure quality of bid documents in accordance with Bidvest Facilities Management & best practice quality standardsEnsure that bid documents are strictly submitted within set timescalesImplement & maintain a controlled access storage for data & bid information for ease of use by internal bid team membersResponsible for effective communication between the client & company throughout the bid processCo-ordinate client site visits & deliver informative presentations in conjunction with operationsConduct white board and dashboard updates - Consistent tracking of prospect bids & proposals submitted with business development teamCo-ordinate the application process for registration with clientsHanding of drafts & finalized bid documentation to the Sales team including Chief Sales & Marketing Officer, for review prior to submissionProvide monthly reports on pipeline bids (current & potential)Must be willing to work under immense pressure with many large projects running simultaneouslyProvide administrative support from time to time on mobilisation and demobilisation projects. This would typically include, updating SharePoint folders, minute taking, coordination of site visits and site commissioning and decommissioning.Full accountability for bid library content, accuracy and updating of literature and resources. Ensure documents are up to date, valid and accurate to the requirement of bid / client requirements.Responsible for maintaining all relevant tender portals including subscriptions, key words, evaluation, access, and accuracy of company information. This includes evaluation of tender portals for relevance and quality and make recommendations for changes.Person SpecificationNational Diploma or Degree in Business Administration or Marketing or Project ManagementMatric (Senior Certificate)Valid SA Drivers License4yrs relevant experience in bid processing & documentationBid co-ordination & Project ManagementMS Word, MS Excel, MS Powerpoint, MS Project & MS Outlook (Intermediate skill level)OHS Act, ISO 9001 Quality Management & Risk Management SystemsCompetenciesInitiative/ProactivityDeadline Driven & Highly MotivatedStress TolerantExcellent Written CommunicationAttention to detailAble to work under pressureCreative and innovativeAction orientationCustomer FocusNegotiation SkillsAnalytical SkillsPlanning/Scheduling/Objective SettingTeamwork & PartneringRelationship BuildingInteractive ReasoningExcellent Oral Communication
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