Project Administrator

Key Responsibilities:

Proposal Coordination & Administration:

• Assist in the preparation, formatting, and compilation of proposals, bids, and tender documents.
• Coordinate with technical, commercial, and legal teams to gather required inputs for proposals.
• Ensure proposals meet client specifications, deadlines, and submission guidelines.
• Maintain an organized database of proposal templates, past submissions, and supporting documents.
• Attend site briefings

Document Management & Compliance:

• Review tender documents and highlight key requirements for the proposal team.
• Ensure compliance with company policies, industry standards, and legal/contractual obligations.
• Manage version control and document tracking throughout the proposal lifecycle.

Stakeholder & Bid Process Support:

• Liaise with internal departments (engineering, procurement, project controls, project delivery, SHERQ, finance, legal) to consolidate proposal inputs.
• Assist in scheduling and minuting bid review meetings.
• Track proposal status and follow up on pending actions to meet deadlines.

Quality Assurance & Continuous Improvement:

• Proofread and edit proposal content for clarity, consistency, and professionalism.
• Maintain a lessons-learned database to improve future proposal submissions.
• Support the implementation of best practices in proposal development.

Qualifications & Experience:

• Education: Matric, however a Diploma or degree in Business Administration, Engineering, Project Management, or related field will be an added advantage.
• Experience: Minimum 3 years in proposal/bid administration, preferably in EPC, construction, energy, or mining sectors.
• Technical Skills: Proficiency in MS Office (Word, Excel, PowerPoint), Adobe Acrobat, Nitro and document management systems.
• Soft Skills: Strong organizational, communication, and multitasking abilities; attention to detail; ability to work under pressure.
• Advantageous: Knowledge of MS Office, SharePoint, or bid management software; understanding of EPC contract terms.

Working Conditions:

• Office-based with occasional overtime to meet proposal deadlines.
• May require interaction with international clients and teams across different time zones.
• May require occasional travel to client sites or project locations; a valid drivers license is mandatory.

Reporting Structure:

Reports to the Proposal Engineer or Business Development Lead.