Tender Administrator & Sales Support

Tender Administrator & Sales Support

About NxaTel

NxaTel is a South African business communication platform helping businesses connect with customers through cloud telephony, WhatsApp, SMS, voice, and CRM integrations. We are passionate about delivering exceptional customer experiences through technology while living our values of All In and Accountable and Elevate the Standard.

Position Summary

The Tender Administrator & Sales Support is responsible for managing the end-to-end tender process while providing administrative support to the sales team. This role ensures tender submissions are accurate, compliant, professionally presented, and submitted on time, while also assisting the sales department with quotations, CRM administration, customer documentation, and sales coordination.

The successful candidate is highly organised, detail-oriented, proactive, and able to work under pressure with strict deadlines.

Key Responsibilities

Tender Administration

• Identify and monitor public and private tender opportunities.
  


• Review tender documentation and determine submission requirements.
  


• Coordinate internal departments to obtain required information.
  


• Prepare complete tender responses and supporting documentation.
  


• Ensure all compliance documentation remains valid and up to date, including:
  




• Company registrations
  


• Tax Clearance
  


• B-BBEE Certificates
  


• CSD Registration
  


• ICASA licences
  


• Company profiles
  


• Financial documents
  


• CIDB (where applicable)
  




• Maintain a tender calendar with submission deadlines.
  


• Submit tenders electronically and physically where required.
  


• Track tender outcomes and maintain submission records.
  


• Maintain a repository of previous tender responses and supporting documents.
  


• Coordinate clarification requests with clients.
  

Sales Administration

• Prepare professional quotations and proposals.
  


• Assist with customer onboarding documentation.
  


• Process sales administration tasks accurately and timeously.
  


• Update customer records within the CRM.
  


• Maintain quotation and opportunity pipelines.
  


• Assist with contract preparation.
  


• Generate sales reports.
  


• Maintain accurate customer documentation.
  


• Coordinate follow-up activities with the sales team.
  

Customer & Partner Support

• Liaise with customers regarding documentation requirements.
  


• Coordinate customer onboarding paperwork.
  


• Assist partners and resellers with tender documentation.
  


• Respond to administrative sales enquiries.
  


• Support account managers with documentation requests.
  

Document Management

• Maintain organised electronic filing systems.
  


• Ensure all company documents remain current.
  


• Maintain proposal templates.
  


• Version control all tender documentation.
  


• Protect confidential company information.
  

Sales Team Support

• Schedule meetings where required.
  


• Prepare presentation packs.
  


• Assist with customer proposals.
  


• Support marketing campaigns requiring sales documentation.
  


• Coordinate internal approval processes.
  


• Track outstanding customer documentation.
  

Key Performance Indicators (KPIs)

• Tender submissions completed before deadline.
  


• Tender compliance accuracy.
  


• Number of successful tender submissions.
  


• Quote turnaround time.
  


• CRM data accuracy.
  


• Proposal quality.
  


• Sales administration turnaround time.
  


• Document compliance rate.
  


• Customer response times.
  


• Internal stakeholder satisfaction.
  

Requirements

Minimum Requirements

Education

• Diploma or Degree in Business Administration, Sales, Marketing, Public Administration, or a related field.
  

Experience

• 2–5 years' experience in tender administration.
  


• Experience preparing government and private sector tenders.
  


• Sales administration experience.
  


• CRM experience.
  


• Advanced Microsoft Office skills.
  


• Experience working with procurement portals is advantageous.
  

Technical Skills

• Microsoft Word
  


• Microsoft Excel
  


• Microsoft PowerPoint
  


• Microsoft Outlook
  


• CRM systems (Zoho CRM advantageous)
  


• Document management systems
  


• PDF editing software
  


• Online tender portals
  


• Strong business writing skills
  

Competencies

• Exceptional attention to detail
  


• Strong organisational skills
  


• Excellent written communication
  


• Time management
  


• Ability to meet strict deadlines
  


• Problem-solving ability
  


• Professional presentation
  


• Strong administrative ability
  


• High level of accuracy
  


• Ability to manage multiple priorities
  


• Customer-focused mindset
  


• Confidentiality and integrity
  

Behavioural Attributes

The successful candidate should demonstrate:

• Ownership and accountability
  


• Initiative
  


• Reliability
  


• Professionalism
  


• Strong work ethic
  


• Team collaboration
  


• Adaptability
  


• Continuous improvement mindset
  


• Positive attitude under pressure
  

Success Measures

After the first six months, the successful candidate should be able to:

• Independently manage the full tender submission process.
  


• Maintain 100% compliant tender documentation.
  


• Meet all tender submission deadlines.
  


• Deliver accurate and timely sales administration.
  


• Keep CRM records current and accurate.
  


• Improve proposal turnaround times.
  


• Support the sales team in achieving revenue growth through efficient administration.
  

Why Join NxaTel?

At NxaTel, you'll be part of a fast-growing South African technology company transforming how businesses communicate. You'll work alongside a passionate team focused on innovation, customer success, and continuous improvement while building valuable experience in telecommunications, cloud technology, and business development.

Our Values

• Never Let the customer down
  


• Xtraodinary in all we do
  


• All In and Accountable
  


• Team work and trustworthy
  


• Elevate the Standard
  


• Continuous Learning
  

This version is suitable for recruitment, job advertisements, onboarding, and performance management. It clearly separates tender responsibilities from sales support while aligning the role with NxaTel's culture and operational standards.

Benefits