Senior Administrator - Tenders

Job Description

● Liaise with Senior Manager & Commercial VP as required to take receipt of tender documentation.

● Review and acknowledge ITT documentation, distribute to relevant section and hold strategy/kick off Meeting.

● Liaise with all concerned stakeholders to set up and maintain a tender folder (electronic and hard copy) utilizing standard contents list from receipt to execution

● Compile and manage all pre and post tender Client clarifications in relation to the tender submission with the assistance of all concerned stakeholders.

● Collate, review, distribute and manage ITT’s and negotiate the best commercial value with lowest risk for inclusion in the tender submission including interfacing with other departments to develop scopes

● Oversees all aspects of proposal preparation, ensuring quality, compelling bids are submitted in a timely manner.

● Review all customer requirements to ensure that they are met in the proposal and collaborate with a wide variety of involved parties to include all necessary information within the proposals.

● Compile and manage all pricing documentation and any other associated documentation required in line with the tendering process

● Liaise with other departments to ensure all documentation required is contained within the tender submission

● Negotiate with potential and current clients on behalf of their company in order to secure deals and implement pricing agreements between vendor and customer.

● Assist with bid pricing and submit pricing suggestions for review and approval.

● Highlight any major commercial, contractual or financial risks or issues relating to the tender submission with the relevant personnel to ensure optimum solution

● Compile and manage all commercial and contractual qualifications for the tender submission and review all technical qualifications

● Ensure tenders are well documented in a timely manner with appropriate level of detail, including full and accurate costs.

● Assist the management team with historical data for the pricing strategy of the tender

● Attend and participate in Client negotiation meetings as/if required and prepare and distribute minutes accordingly.

● Review, execute and distribute all contractual documentation as required including obtaining all necessary approvals in line with the authorization matrix

● Assist with facilitating any project bonds, guarantees and insurances required by main contract

● Ensure proper handover of all relevant commercial and contractual documents between departments

● Provide all commercial and contractual advice to the Tendering Team

● Ensure proper handover of all tender documents between from Tendering to Operations project team in the event of Contract Award

● Highlighting any major commercial or contractual risks or issues to the relevant Commercial/Project Managers and work with them to ensure optimum solution

● Collect and archive documentation regarding the offer/order and records assumptions and decisions taken during the development process

● Create standard process and tools to develop reuse solutions to improve productivity within team.

● Perform other job-related duties as assigned