Procurement & Sales Assistant at a Reputable Company

Role Overview

The Procurement & Sales Assistant will support the sourcing, tendering, and sales administration functions of the company. The role involves coordinating tender documentation, managing quotations and sales correspondence, maintaining accurate records, and assisting with market development initiatives.

Key Responsibilities

• Tender & Procurement Support
  • Source, compile, and administer tender documentation in accordance with client requirements and submission timelines.
  • Assist in preparing and organizing bid documentation, including compliance documents, technical submissions, and commercial proposals.
  • Coordinate internally with technical, procurement, and finance teams to gather information required for tender submissions.
  • Maintain a centralized repository of all tender, quotation, and prequalification documents.
• Sales Administration
  • Centralize and consolidate all email-generated quotations, tenders, prequalification documents, and related sales correspondence.
  • Prepare and issue quotations, sales letters, and client responses in coordination with the sales team.
  • Maintain organized records of all sales activities, customer communications, and submissions.
• Market Development Support
  • Assist in identifying new business opportunities and potential markets.
  • Support the preparation and implementation of marketing and sales action plans aimed at expanding the company’s market presence.
  • Conduct basic market research to identify potential clients, projects, or procurement opportunities.
• Operations & Administrative Support
  • Maintain systematic filing, documentation, and record-keeping for procurement and sales activities.
  • Follow up with clients on outstanding payments where required.
  • Coordinate order processing, dispatch, and distribution with relevant departments.
  • Respond to customer inquiries and assist in preparing quotations as needed.

Required Qualifications

• Diploma or Bachelor’s degree in Procurement & Supply Chain Management, Business Administration, Marketing, or a related field.
• Basic understanding of procurement or tendering processes is an advantage.

Key Attributes & Competencies

• Strong organizational skills and ability to manage multiple deadlines.
• High attention to detail, especially when handling tender documentation.
• Professional written and verbal communication skills.
• Proactive and self-motivated with the ability to follow up tasks independently.
• Strong administrative discipline and document management ability.
• Problem-solving mindset and willingness to learn.
• Integrity and confidentiality when handling company and client information.
• Team-oriented with the ability to coordinate across departments.

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to manage email-based quotation and tender workflows.
• Basic familiarity with document management and record keeping systems.
• Experience with ERP or procurement systems is an added advantage.