Tender Coordinator

Job Title

Tender Coordinator

Job Description

The Tender Coordinator manages the end-to-end tendering process by identifying opportunities, coordinating bid requirements, and preparing compliant quotations and commercial offers. The role ensures timely and accurate submission of bids while maintaining tender records and tracking performance. It also supports continuous process improvement through tender analysis, risk identification, and management reporting.

Your Role:

• Monitors public procurement portals (such as the National Treasury Central Supplier Database (CSD)), digital tender boards, client networks, and customer vendor platforms to identify viable Request for Proposals (RFPs), Request for Quotations (RFQs), and tender opportunities.

• Supports the preparation of pre-bid documentation and presentations by gathering information from internal databases, customer records, previous bids, and industry reports; develops and maintains a library of tender templates, proposal content, and best practices to streamline future submissions.

• Analyzes tender documents to identify customer requirements, evaluation criteria, mandatory administrative returns, industry-specific certifications, compliance obligations, and submission requirements to ensure complete and compliant tender responses.

• Obtains necessary approvals from relevant approvers in accordance with the Delegation Matrix and ensures Quotation Desk (QD) requests are processed accurately and on time.

• Collaborates with cross-functional stakeholders, including Sales, Legal, Finance, HR, Supply Chain, and Product teams, to collect, validate, and consolidate all technical, commercial, pricing, contractual, and compliance documentation required for quotations and tender submissions.

• Oversees collection of all prerequisites for quotations, including customer requirements, product specifications, approvals, and supporting documentation, ensuring completeness and accuracy.

• Converts approved quotation outputs into Commercial Offers and ensures all submissions comply with internal policies, regulatory requirements, and customer specifications.

• Prepares, formats, proofreads, compiles, and packages commercial offers and tender submissions in both electronic and physical formats, ensuring compliance with customer requirements and corporate branding standards.

• Uploads, registers, and submits bids through customer procurement portals and vendor platforms or coordinates physical tender submissions when required, ensuring adherence to submission deadlines and procedures.

• Maintains and updates a centralized tender tracking database to record bid values, submission status, progress metrics, awards, win/loss outcomes, partner participation, and post-tender evaluation feedback.

• Conducts quarterly analysis of tender activity and outcomes, including tenders identified, submitted, won, lost, reasons for non-participation, and partner involvement, and prepares reports for Management highlighting results, risks, trends, and recommendations for improvement.

You are the right fit if:

• A Diploma or Bachelor's degree in business administration, Finance, Office Management, Supply Chain Management, Project Management, or industry-relevant technical fields

• Min 3 to 5 years of proven experience directly handling tender coordination, procurement administration, or bid management.

• Familiarity with specialized contract frameworks in Public sector healthcare in South Africa

• Solid understanding of South African public sector procurement frameworks, legislative compliances, and online portal operations.

• An Association of Proposal Management Professionals (APMP) or equivalent bid management certification is highly preferred.

• High-level mastery of the Microsoft Office Suite (Word formatting, advanced Excel calculations, PowerPoint pitch decks) alongside CRM or database filing systems.

• Exceptional organizational capability to control multiple complex, parallel deadlines without compromising structural detail.

Employment Equity
The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we actively encourage and welcome people with various disabilities to apply.  Only apply for this role if you are a South African Citizen by birth or Naturalization prior to the 27 April 1994

How we work together
We believe that we are better together than apart. For our office-based teams, this means working in-person at least 3 days per week.
Onsite roles require full-time presence in the company’s facilities.
Field roles are most effectively done outside of the company’s main facilities, generally at the customers’ or suppliers’ locations.
This role is an Office role.

About Philips
We are a health technology company. We built our entire company around the belief that every human matters, and we won't stop until everybody everywhere has access to the quality healthcare that we all deserve. Do the work of your life to help the lives of others.
• Learn more about our business.
• Discover our rich and exciting history.
• Learn more about our purpose.
If you’re interested in this role and have many, but not all, of the experiences needed, we encourage you to apply. You may still be the right candidate for this or other opportunities at Philips. Learn more about our culture of impact with care here.

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