Portia Ndobo
Tender Administrator
Johannesburg
Summary
Experienced Tender Administrator and Secretary with a demonstrated history of working in the private and government industries. Skilled in Microsoft Office, Tendering, project management and Leadership. Strong administrative professional with a Bachelor of Business Administration (BBA) from Vaal University of Technology.
Overview
13
13
years of professional experience
19
19
years of post-secondary education
Work History
Office Manager /Tender Administrator
SeCo Project Managers
3 2021 - Current
- Ensure effective transfer of files and records
- Ensure personnel files are up to date and secure
- Search/source tenders on various websites
- Identify and list administrative, technical and functional requirements
- Complete returnables and attached, arrange for collection and delivery of tenders, arrange site briefing attendance, attend briefings and write minutes, get and check tender pricing, weekly follow ups on tenders, send out daily reminders,
- Manage tender registers and reports, compile and submit applications, f
- Maintain accurate records of all tender activities, ensuring easy reference and analysis for future bid opportunities.
- Streamlined tender submission process by implementing efficient document management systems.
- Facilitate successful project handovers from bid phase to delivery teams, ensuring seamless transitions with minimal disruptions.
- Manage strict deadlines for multiple projects, maintaining a high level of quality and attention to detail.
- Enhance win rate for tenders by conducting thorough research and crafting compelling proposals.
- Conduct regular post-tender reviews to identify areas for improvement and optimize future bid strategies.
- Ensure compliance with all relevant industry regulations, minimizing risk and potential liability for the organization.
- Manage office operations while scheduling appointments for department managers.
- Conduct regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Create maintained and updated filing systems for paper and electronic documents.
- Develop and maintained successful relationships with vendors, suppliers and contractors.
- Facilitate smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
- Handle sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Maintain computer and physical filing systems.
- Coordinate office events and meetings, ensuring timely execution and optimal scheduling for all participants.
Committee Secretary (BAC/BEC/BSC)
Rand Water
2019.07 - 2020.04
- Schedule committee meetings, circulate agenda and meeting pack, attend meetings and record the proceedings, draft minutes and circulate resolutions of the meeting, assist with co-ordination of meetings, workshops and committee events, issuing reminders for submissions of reports, ensuring that relevant information and meeting packs are distributed timeously, ensure that chairpersons of the committee sign the minutes and submit signed minutes to records section for safekeeping, ensure that all typed documents and/reports or any other documentation prepared are proofread, edited, good quality and are in line with the dept/ Rand Water quality standards, follow up on all matters that require attention, prompt and efficient response to queries from all stakeholders as and when required, managing confidential information and ensure that committee information is kept confidential, adherence to governance frameworks, ethics policy, applicable legislation, information guidelines, retention of records guidelines, dept
- Policies, regular reporting to ensure effective communication with manager
Part-Time Tender Administrator
JSV Consulting Pty Ltd
2019.03 - 2019.07
- Search, compile and complete client and internal tenders, identify and list administrative, technical and functional requirements, complete returnables and attached, arrange for collection and delivery of tenders, arrange site briefing attendance, attend briefings and write minutes, get and check tender pricing, weekly follow ups on tenders, send out daily reminders, manage tender registers and reports, compile and submit applications, follow up with the CIDB and report, send alerts, quotations and CSD reports to clients, manage emails and calls, attend meetings, record and take minutes, organise and maintain JSV and clients folders
Tenders Administrator / Property Administrator/ Plant Manager
Impoqo Trading cc
2017.07 - 2018.12
- Marketing the company through registration of the company on municipal, provincial and national government’s databases, preparing tender submissions and ensuring submissions of all bids and tenders on time, maintaining a detailed understanding of company’s potential client’s proposition/requirements, adhering to and contribution to the on-going development of an effective bid process, problem resolution of issues arising during bid process, ensuring continuous follow up and feedback regarding submitted tenders and bids, handling leasing paperwork, addressing tenant concerns, invoicing tenants, renovations of all properties, invoicing for plant, tracking & monitoring all plant machinery, attend site meetings, record and take minutes, update monthly progress on projects
Tenders Administrator
Calliper Consulting Engineers
2015.07 - 2017.07
- Marketing the company through registration of the company on municipal, provincial and national government’s databases, preparing tender submissions and ensuring submissions of all bids and tenders on time, minutes taking for weekly projects progress meetings, maintaining a detailed understanding of company’s potential clients proposition/requirements, adhering to and contribution to the on-going development of an effective bid process, problem resolution of issues arising during bid process, ensuring continuous follow up and feedback regarding submitted tenders and bids, assisting with maintenance of ISO Quality Management System, including filing, attending to general office work including arranging and coordinating office and technical meeting and other associated tasks, liaising with external organizations such as SETA, Department of Labour, etc, to ensure that the company is in compliance with the relevant laws
Office Manager (Promotion)
Mothei Development Services
2015.01 - 2015.06
- Organize office operations and procedures, supervise staff, assign and monitor clerical and secretarial functions, evaluate staff performance, coaching and disciplining staff, control correspondences, design and maintain filing systems, ensure effective transfer of files and records, ensure personnel files are up to date and secure, plan and implement office systems, layout and equipment procurement
Office Administrator
Mothei Development Services
2013.04 - 2015.01
- Understand client needs and provide value-added input, organize diaries and schedule/co-ordinate meetings, rendering logistical services regarding the arrangement of meetings etc, including traveling arrangements, organizing events, control correspondences, ensure personnel files are up to date and secure, organize office operations and procedures, filling, arranging meetings, taking minutes, managing diary, handling in and out mail, answering telephone calls, tendering, printing, faxing & photocopying, manage traveling log books, maintain a database of clients & customers, maintenance of inventory (furniture, cell phones & office equipment), organize team building & year-end functions
Assistant Office Clerk
Lehlasedi Primary School
2012.01 - 2012.10
- Filling, arranging meetings, typing documents, answering telephones, registrations, send out notice letters for parents meeting, minute taking, other general admin duties
Education
B-Tech Business Administration
Vaal University of Technology
Vanderbijlpark, South Africa 2001.04 - 2014.04
Office Management & Technology - undefined
Vaal University of Technology
High School Diploma -
Lekoa Shandu High School
Vanderbijlpark, South Africa 2001.04 - 2007.04
Managing Construction Projects - undefined
Microsoft Project
ISO 9001:2005 Implementation Training Quality Management Systems - undefined
SGS
Skills
Good Communication
Problem Solving
Procurement processes
Bid Evaluation
Technical understanding
Document Control
Microsoft Office
Time Management
Multitasking
Dependants
1
Homeaddress
Plot 20 Rosashof, Vanderbijlpark, 1911
Personal Information
- Date of Birth: 04/27/90
- Gender: Female
- Nationality: South African
- Driving License: Code 08
- Marital Status: Married
References
- Bernadette Greaver, 073 430 3187, bgreaver@randwater.co.za
- Emmanuel Nzilo, 073 373 8587, enzilo@randwater.co.za
- Jurgen Visser, 082 214 8106, info@jsvconsulting.co.za
- Macia Shivuri, 011 868 1132, 083 454 1353, admin@impoqo.co.za
- Ms Ntombi Maseko, 011 326 1680, 078 564 6411, ntombim@groupengineering.co.za
- Mr Vusimuzi Nzima, (016) 454 0119/35, 079 890 4452, vusi@mothei.co.za
- Mrs Sokupa (Principal), 016 985 3244, lehlasediprim@telkomsa.net
Timeline
Committee Secretary (BAC/BEC/BSC)
Rand Water
2019.07 - 2020.04
Part-Time Tender Administrator
JSV Consulting Pty Ltd
2019.03 - 2019.07
Tenders Administrator / Property Administrator/ Plant Manager
Impoqo Trading cc
2017.07 - 2018.12
Tenders Administrator
Calliper Consulting Engineers
2015.07 - 2017.07
Office Manager (Promotion)
Mothei Development Services
2015.01 - 2015.06
Office Administrator
Mothei Development Services
2013.04 - 2015.01
Assistant Office Clerk
Lehlasedi Primary School
2012.01 - 2012.10
B-Tech Business Administration
Vaal University of Technology
2001.04 - 2014.04
High School Diploma -
Lekoa Shandu High School
2001.04 - 2007.04
Office Manager /Tender Administrator
SeCo Project Managers
3 2021 - Current
Office Management & Technology - undefined
Vaal University of Technology
Managing Construction Projects - undefined
Microsoft Project
ISO 9001:2005 Implementation Training Quality Management Systems - undefined
SGS
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