Provide administrative support in tracking the progress of proposals, quotations, and bids, ensuring all deadlines are met
Scope of Administrative Support Provided:
- Centralized Tracking System Maintenance
- Maintained and updated SayPro’s Proposal and Quotation Tracker (Excel-based and cloud-integrated system).
- Logged 100% of all opportunities from identification through submission and post-submission follow-up.
- Implemented version control and progress status indicators (e.g., draft, submitted, under review, awarded, unsuccessful).
- Deadline Monitoring and Alerts
- Set calendar reminders for critical deadlines (RFI, RFQ, RFP submission dates, clarification periods).
- Issued daily and weekly alerts to SayPro management and proposal teams.
- Ensured no missed deadlines in January.
- Document Collection and Management
- Compiled all required administrative documents (CSD reports, tax compliance status, B-BBEE certificate, company registration documents).
- Created tender-specific folders with all mandatory returnable documents.
- Ensured all documents were updated, signed, and compliant with client requirements.
- Coordination with Proposal and Technical Teams
- Facilitated internal kick-off meetings to delegate responsibilities and define timelines for inputs.
- Followed up with team members on assigned tasks (e.g., pricing inputs, technical write-ups).
- Consolidated final documents for quality assurance review and final submission.
- Submission Support
- Managed digital submissions via email or procurement portals (e.g., eTenders, CSD, municipal portals).
- Ensured correct format, naming conventions, and successful transmission confirmations.
- Maintained a backup of all submitted documents and receipts.
- Post-Submission Follow-Up
- Tracked bid statuses and feedback timelines from procurement entities.
- Logged outcome details (shortlisted, awarded, not awarded) in the tracker.
- Collected and archived bid results where published.
- Reporting and Compliance
- Submitted weekly status reports to SayPro management detailing current bid pipeline and urgent actions.
- Ensured compliance with internal approval processes before submission.
Outcomes in January:
- Total Opportunities Tracked: 18
- Proposals/Bids Submitted: 11
- Quotations Submitted: 5
- Awaiting Feedback: 7
- Bids Awarded: 2 (pending contract finalization)
- Bids Declined: 1 (non-compliant technical spec)
Recommendations for Improvement:
- Implement automated deadline alerts using project management tools (e.g., Asana, Monday.com).
- Develop a digital dashboard for real-time proposal tracking and visualization.
- Expand proposal template library to reduce drafting time.
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