The Administrator provides comprehensive support to the national Sales Teams by leading the compilation and submission of Public and Private Sector tender responses, coordinating awarded tenders, and delivering administrative assistance to Business Development Managers (BDMs), Key Account Managers (KAMs), and Sales Management. This role is essential to ensuring efficient tender processes, accurate documentation, and seamless operational support across the sales environment.

RESPONSIBILITIES

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§  Compile tender documentation in line with tender specifications, special terms and conditions, and all technical, financial, and legal requirements.

§  Identify upcoming tender opportunities, gather required documentation, and coordinate internal approval for submission.

§  Conduct commercial and financial evaluations as part of the tender preparation process.

§  Source technical, operational, and product-related input from internal subject matter experts to support accurate and competitive tender responses.

§  Manage and track tender timelines to ensure all submission deadlines are met.

§  Maintain comprehensive and up-to-date records of all tender submissions.

§  Source and prepare supporting documentation to ensure full administrative and statutory compliance.

§  Process and manage all vendor registration requests.

§  Ensure all tender-related activities and supporting administrative processes adhere to ISO 9001:2015 standards.

§  Plan and coordinate stock availability, procurement, technical resources, and installation support to facilitate the successful implementation of awarded tenders.

§  Track the full lifecycle of awarded tenders—from inception to final implementation—proactively managing challenges and ensuring timely resolution.

§  Ensure appropriate after-sales service and support where required.

§  Align demand planning with sales forecasts, adjusting projections as needed.

§  Support regional teams in maintaining existing tenders, ensuring service levels remain high and customer concerns are promptly addressed.

§  Maintain and update tender implementation schedules, ensuring all milestones, dependencies and responsibilities are clearly defined and tracked.

§  Monitor contract compliance obligations and ensure fulfilment of all service-level requirements in line with contractual terms.

§  Coordinate with finance and logistics teams to ensure accurate billing, delivery tracking, and administration related to awarded tenders.

§  Conduct periodic reviews with internal stakeholders to assess progress, risks, and opportunities for improvement.

§  Prepare, consolidate, and submit all required operational, tender-related, and administrative reports in line with organizational standards and deadlines.

§  Produce regular progress reports on tender submissions, awarded contracts, upcoming opportunities, and pipeline status for Sales Management.

§  Compile performance dashboards reflecting tender success rates, timelines, service levels, and operational efficiency.

§  Ensure accuracy and completeness of all data submitted for month‑end, quarter‑end, and year‑end reporting processes.

§  Assist management with ad hoc reporting requests, data analysis, and presentation materials as needed.

§  Collaborate with subject matter experts and internal teams within company guidelines to strengthen tender quality and sales support.

§  Stay informed about industry developments, best practices, market trends, and emerging opportunities, and provide insights to management.

§  Work closely with Sales, Product Development, and Product Support teams to ensure marketing materials and product information remain current and aligned with customer needs.

§  Ensure strict overall compliance throughout the department and put measures in place to drive adherence of all relevant operational policies and procedures.