SayPro Schedule and coordinate meetings, reviews, and updates for the bidding team

1. Meeting Scheduling and Coordination:

• Coordinated and scheduled 8 internal team meetings and 3 cross-departmental planning sessions for the SayPro Bidding and Tendering Team in January.
• Utilized shared calendars (Microsoft Outlook and Google Calendar) to ensure optimal availability of all key personnel including project leads, financial officers, and legal advisors.
• Sent out calendar invites, prepared meeting agendas, and ensured all relevant documents were circulated 48 hours before each meeting.
• Confirmed attendance of all stakeholders, followed up with non-respondents, and arranged alternative sessions when necessary.

2. Proposal Reviews and Updates:

• Organized and facilitated weekly review sessions for live tender and quotation projects (5 active proposals in January).
• Set up secure folders on SayPro’s internal drive for shared access to tender documents, technical requirements, supplier communications, and compliance checklists.
• Coordinated input from various departments, ensuring deadlines were met for:
  • Technical writing team
  • Pricing and finance department
  • Legal and compliance
• Managed revision tracking using version control and shared feedback summaries after each review session.

3. Documentation and Filing:

• Maintained an up-to-date Tender Master Tracker for January, detailing:
  • Submission deadlines
  • Status updates
  • Assigned personnel
  • Outcome tracking
• Archived all January-related documents in line with SayPro’s document retention policy, including both successful and unsuccessful submissions.
• Ensured naming conventions and filing protocols were followed to improve document retrieval efficiency.

4. Communication and Follow-Up:

• Served as the point of contact between internal teams and external vendors/suppliers during the initial stages of the tendering process.
• Issued reminders for key milestones and deliverables, using automated tools and direct communications (email and WhatsApp Business).
• Drafted and sent formal correspondence to tender issuers and third-party collaborators where necessary, under guidance from the Proposal Manager.

5. Administrative Highlights:

• Introduced a monthly bidding update bulletin circulated internally to summarize active and upcoming tenders.
• Suggested and implemented a shared tracking dashboard (Google Sheets + Trello integration) to provide a visual overview of all tender activities.
• Coordinated onboarding for two new members of the bid team, ensuring they had access to all required tools, templates, and policy documents.

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Challenges and Recommendations:

• Challenge: Overlapping deadlines in January led to scheduling conflicts.
  • Recommendation: Propose creation of a rolling 3-month calendar for better foresight and planning.
• Challenge: Delays in department inputs due to unclear task ownership.
  • Recommendation: Assign clear responsibilities and set internal deadlines ahead of final submission dates.

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Conclusion:

The administrative support provided throughout January significantly contributed to the timely and professional management of SayPro’s tendering activities. Continued refinement of scheduling tools, document control processes, and communication workflows is recommended to further enhance efficiency and compliance.