Sybrin: Bid-Office Internship Programme

Internship Overview

The purpose of this temporary internship role is to provide administrative and coordination support to the Bid Office by assisting with the preparation, coordination and submission of proposals, maintaining bid documentation and supporting the day to day administration of active opportunities. The intern will work under the supervision of the Bid Coordinator/Pre Sales Executive and assist with ensuring proposals are compliant, professionally presented and delivered on time.

Key Responsibilities:

Proposal Coordination:

• Assist with the coordination and on time submission of proposals, RFIs, RFQs, RFPs and tender submissions.
• Maintain proposal schedules, action trackers and customer defined deadlines.
• Coordinate proposal input from stakeholders and follow up on outstanding information and actions.
• Consolidate proposal content into company templates and the required tender format.
• Apply company branding, formatting and quality standards to proposal documents.
• Proofread documents for grammar, spelling, accuracy and formatting consistency.
• Prepare proposal documents and packs for internal review.

Document Management:

• Maintain proposal templates, reusable content and master document sets.
• Update reusable proposal content where instructed and maintain document version control.
• Maintain organised proposal folders and file completed proposals in the central repository.
• Maintain a central repository of reference letters, case studies, compliance documentation, CVs and certifications.
• Archive completed submissions and support document management best practices.

Compliance Documentation:

• Maintain the compliance document library and ensure that mandatory submission documents are available.
• Monitor expiry dates for tax documents, the B BBEE certificate, ISO certificates, company registration documents, financial statements and the CSD Summary Report.
• Request updated compliance documents from the relevant departments where required.

Reporting:

• Update the bid register and win and loss register.
• Capture proposal statistics and maintain pipeline tracking spreadsheets.
• Prepare weekly reporting information and status reports.

Demonstration Support:

• Assist with coordinating customer demonstrations and presentations.
• Prepare presentation packs and ensure that attendees receive meeting details.
• Record and distribute action items from demonstration meetings.

Business Development Support:

• Monitor tender portals and notify the Sales and Pre Sales teams of new opportunities.
• Download tender documents and maintain the tender opportunity register.
• Assist with clarification question tracking and opportunity administration.
• Provide general administrative and coordination support to the Bid Office.

Requirements:

• Good working knowledge of Microsoft Office, particularly Microsoft Word, Excel and PowerPoint, including basic Word formatting, styles and templates.
• Familiarity with SharePoint, Microsoft Teams and document management principles.
• Good organisational and administrative skills with strong attention to detail.
• Excellent written and verbal communication skills, with strong proofreading and document formatting abilities.
• Ability to manage multiple tasks and meet deadlines in a fast paced environment.
• Ability to coordinate activities across multiple stakeholders and follow up on outstanding actions.
• Strong problem solving skills and willingness to learn.
• Professional and customer focused attitude, with a high level of accuracy and confidentiality.
• Willingness to learn and uphold the principles of Sybrin’s Integrated Management System, including quality, information security and privacy requirements.
  
  

How to Apply

Apply Online for the Sybrin: Bid-Office Internship Programme