Tender Administration Officer

About the Role

The purpose of the Tender Administration Coordinator role is to support the successful management, administration, and submission of State Government tenders and contracts for Pharmacy, Medical Consumable and Capital Equipment products across Public, Private, and Not For-Profit Hospitals throughout Australia.

The role is responsible for ensuring the accuracy and integrity of tender and supplier data and coordinating activities across multiple departments to meet critical tender deadlines and compliance requirements. Through effective administration, reporting, data management, and stakeholder engagement, this position contributes to securing and maintaining contract opportunities, supporting business growth, and ensuring the organisation remains competitive within the healthcare procurement market.

Key Responsibilities

1. Tender Administration

• Support the preparation, submission, and ongoing management of State Government tenders and contracts.
• Ensure tender information is completed accurately and submitted within required timeframes.
• Maintain tender documentation, records, and supporting information in accordance with company processes.

2. Data Management and Integrity

• Accurately load and maintain tender pricing, product information, and supplier data.
• Match and validate supplier pricing files and contract data.
• Ensure the integrity, accuracy, and completeness of all tender and contract-related information.
• Maintain supplier databases and update records as required.

3. Stakeholder and Supplier Relationship Management

• Act as a key point of contact for tender-related administrative enquiries.
• Liaise with Sales, Marketing, and other departments to obtain information and resolve issues impacting tender submissions or contract compliance.

4. Reporting and Analysis

• Assist in the preparation and distribution of sales, contract, and tender reports.
• Ensure reporting information is accurate, timely, and relevant.

5. Cross-Functional Coordination

• Coordinate with internal departments to ensure contract obligations, product information, and pricing updates are communicated and implemented within required timeframes.
• Facilitate the timely exchange of information between stakeholders to support tender and contract activities.

6. Compliance and Process Improvement

• Ensure compliance with company policies, tender requirements, and contractual obligations.
• Maintain confidentiality of sensitive commercial and pricing information.
• Identify opportunities to improve tender administration processes, data management practices, and reporting efficiencies.

7. Time Management and Service Delivery

• Prioritise competing tasks and manage multiple deadlines simultaneously.
• Deliver high-quality work with a strong attention to detail in a fast-paced environment.
• Contribute to team objectives and support the successful achievement of tender and contract outcomes.

Challenges

• Sometimes high workload – needing to prioritise multiple requests
• Maintaining data accuracy
• Time pressure and competing deadlines

Tertiary or relevant Technical/Trades Qualifications

Desirable: Certificate or Diploma in Business Administration, Logistics, Supply Chain, or related field

Work Experience

Essential:

• Proven experience coordinating stock movements across multiple warehouses or logistics providers.
• Strong analytical skills with the ability to interpret and calculate reporting requirements
• High attention to detail and strong governance mindset.

Desirable:

• Experience with WMS/ERP systems (JDE, Pronto, or similar)
• Good communication skills and confidence working with internal and external stakeholders
• Experience with pricing submissions
• Experience in the healthcare, pharmaceutical, medical consumables, or supply chain industry.

Specific Job Skills

We are looking for someone who is:

• Highly organised and detail-oriented
• Analytical and process-driven
• Comfortable working with data and Excel
• Able to work under pressure and meet tight deadlines
• A good communicator and team player
• Proactive in identifying and resolving issues
• Able to handle confidential and commercially sensitive information