Job Description

Office Administrator - Duties & Responsibilities With

1. General Office Administration

Manage daily office operations and administrative systems

Maintain accurate filing systems (electronic and hard copy)

Handle incoming and outgoing correspondence (emails, calls, letters)

Schedule meetings, prepare agendas, and record minutes

Invoicing

Purchase Orders

Manage office supplies and service providers

Ensure adherence to company policies and statutory requirements

2. Tendering & Bid Administration

Identify tender opportunities via:

National Treasury eTender Portal

Municipal and SOE websites

Newspapers and private portals
Download, register, and track tender documents and closing dates

Maintain a Tender Register and tender calendar

Prepare administrative sections of tender submissions in compliance with PFMA, MFMA, and SCM regulations

Tender Documentation Management

Ensure availability and validity of:

CSD Registration (National Treasury)

SARS Tax Compliance Status (PIN)

B-BBEE Certificate or Affidavit

CIDB Registration (where applicable)

Company Registration Documents (CIPC)

Banking Confirmation Letter

Letter of Authority / Resolution
Upload and submit tenders on eTender portals or arrange physical submissions

Ensure compliance with tender instructions, pricing formats, and returnable schedules

Liaise with estimators, engineers, and finance departments for technical and pricing inputs

Track tender clarification notices, addenda, and site briefing minutes

Follow up on tender outcomes and maintain award/decline records

3. Customer Care & Client Liaison

Act as the first point of contact for clients, suppliers, and stakeholders

Respond to customer enquiries professionally and timeously

Manage client communication for tender clarifications and contract administration

Coordinate meetings, site briefings, and client engagements

Maintain customer and stakeholder databases

4. Invoicing & Financial Administration

Prepare and issue customer invoices in line with contract terms

Capture invoices on accounting systems

Submit invoices to clients and public entities as per SCM procedures

Track payments and follow up on outstanding debtors

Reconcile invoice registers and support monthly reporting

Assist with quotations, purchase orders, and payment certificates

5. Compliance & Statutory Administration

Maintain compliance with:

Companies Act

Labour legislation

National Treasury SCM requirements

Ensure annual renewal of:

CSD information

B-BBEE certificates/affidavits

CIDB grading

Maintain audit-ready records for internal and external reviews

6. Contract & Project Administration Support

Assist with contract documentation and SLA management

Maintain contract registers and expiry tracking

Support project teams with document control and reporting

Manage correspondence related to contract variations and extensions

7. Reporting & Management Support

Compile tender status reports and submission summaries

Track award values and success rates

Provide administrative support to management and directors

Job Type: Full-time

Pay: R9000,00 - R12000,00 per month

Education:

Diploma (Preferred)
Experience:

Office Admin: 6 years (Required)
Work Location: In person