Sybrin Bid-Office Internship Programme Vacancy

Opportunity Overview

Sybrin invites applications for a temporary internship within its Bid Office, located in Johannesburg. This opportunity is designed to equip an intern with practical experience in providing essential administrative and coordination support to the Bid Office team.

The successful candidate will play a role in assisting with the preparation, coordination, and submission of proposals. This internship focuses on maintaining bid documentation and supporting the daily administration of active opportunities, working under the guidance of a Bid Coordinator or Pre Sales Executive to ensure proposals are compliant, professionally presented, and delivered on time.

Minimum Requirements

To be considered for this internship, applicants should meet the following criteria:

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

Key Responsibilities

The intern will be involved in a range of activities, including:

• Proposal Coordination: Assisting with the coordination and on-time submission of proposals, RFIs, RFQs, RFPs, and tender submissions. This includes maintaining proposal schedules, action trackers, and customer-defined deadlines. Coordinating proposal input from stakeholders and following up on outstanding information and actions. Consolidating proposal content into company templates and required tender formats, applying company branding, formatting, and quality standards, proofreading documents for consistency, and preparing proposal packs for internal review.
• Document Management: Maintaining proposal templates, reusable content, and master document sets. Updating reusable proposal content, maintaining document version control, organising proposal folders, and filing completed proposals in the central repository. Maintaining a central repository of reference letters, case studies, compliance documentation, CVs, and certifications, archiving completed submissions, and supporting document management best practices.
• Compliance Documentation: Maintaining the compliance document library to ensure mandatory submission documents are available. Monitoring expiry dates for tax documents, BBBEE certificates, ISO certificates, company registration documents, financial statements, and CSD Summary Reports, and requesting updated compliance documents from relevant departments as needed.
• Reporting: Updating the bid register and win and loss register, capturing proposal statistics, and maintaining pipeline tracking spreadsheets. Preparing weekly reporting information and status reports.
• Demonstration Support: Assisting with coordinating customer demonstrations and presentations. Preparing presentation packs and ensuring attendees receive meeting details, as well as recording and distributing action items from demonstration meetings.
• Business Development Support: Monitoring tender portals and notifying the Sales and Pre Sales teams of new opportunities. Downloading tender documents and maintaining the tender opportunity register. Assisting with clarification question tracking and opportunity administration, and providing general administrative and coordination support to the Bid Office.

What the Work Involves

Working within Sybrin’s Bid Office in Johannesburg, this internship offers exposure to the administrative and coordination backbone of a fast-paced sales environment. Day-to-day tasks will involve extensive document handling, from preparing and proofreading proposals to maintaining critical compliance paperwork and managing digital repositories.

You will regularly interact with various stakeholders across the business, coordinating information, tracking deadlines, and ensuring all materials adhere to company standards. Your work will also support the sales cycle by monitoring tender portals, assisting with customer demonstrations, and compiling essential reports on bid activity. You will report directly to the Bid Coordinator or Pre Sales Executive, learning best practices in proposal management and administrative efficiency.

How to Apply

To apply for the Sybrin Bid-Office Internship Programme, please use the official online application portal.

Click here to apply: https://sybrin.freshteam.com/jobs/pc0H8hLvrmeT/bid-office-intern-contract?ft_source=2000037721&ft_medium=2000035083&cmpid=1000-178