Job Details

Division: Excellerate Services

Industry: Integrated facilities (Soft Services)

Business Unit: Sales Support (Bids)

Minimum experience: Minimum 3 years

Job functional area: Sales Support / Bid Coordination

Job Description

Who we are

Excellerate Services is an integrated facilities (soft services) provider with a presence across Africa, The Middle East and the UK. Our core purpose is to add measurable value to our clients.

We do this by creating environments where people can thrive.

This means that their properties are secure, staff and visitors are safe, buildings are clean, hygienic and pest free, gardens are well maintained, parking effortless and the occupier experience is enhanced with indoor plantscaping and innovative food service offerings.

Why choose us

Our Vision is to be Africa's leading trusted provider of fully integrated, self‑performing property related solutions and services, driven by quality, excellence and forward thinking.

Our Story: Established in 1978, Excellerate Services has grown into one of the most respected soft services businesses globally. We focus on the effective integration of people, processes and technology as a key enabler of operational excellence. By joining us, you become part of a team that utilizes innovative technology and robust business processes—underpinned by an ISO 9001 quality system—to achieve higher service levels and measurable outcomes. We offer a dynamic, innovative environment where service delivery is moved forward through analysis, digital tools, and a commitment to results.

Why Join Us

At Excellerate Services, you will be part of a dynamic and forward-thinking organization committed to innovation, excellence, and continuous improvement. We offer an environment where employees are empowered to contribute meaningfully and grow professionally while delivering measurable outcomes for our clients.

 About the role

The Proposal Coordinator will provide administrative and coordination support to the Sales Support (Bids) Department. The role is responsible for assisting in the preparation, coordination, and submission of high-quality proposals, tenders, and client documentation.

This position supports the full proposal lifecycle by ensuring submissions are accurate, compliant, and delivered within required timelines, while enabling effective collaboration across internal teams.

The role reports directly to the Proposal Manager and is based in the KZN region.

What you will bring

• Minimum 3 years’ experience in proposal coordination, bid coordination, or a similar environment
• Proficiency in MS Office Suite (Word, Excel)
• Experience with CRM/pipeline tools (e.g., Pipedrive) will be advantageous
• Strong written and verbal communication skills
• Ability to manage multiple tasks and deadlines with a high level of accuracy
• Experience working in a deadline-driven, fast-paced environment
• Proven ability to collaborate effectively with cross-functional teams

Inherent requirements for the position (non-negotiable)

• Matric (Grade 12)
• Proven experience in proposal or bid coordination
• Strong attention to detail and ability to produce high-quality, accurate work
• Ability to manage multiple deadlines under pressure

Additional demonstrable requirements:

• Strong planning, organisational, and time management skills
• Excellent interpersonal and stakeholder engagement skills
• High level of professionalism and discretion when handling confidential information
• Ability to analyse tender requirements and align submissions accordingly

What you will be doing

• Coordinate and manage the end-to-end proposal lifecycle, including tenders, RFPs, and client submissions
• Ensure all proposals and submissions are accurate, compliant, and delivered within required timelines
• Analyse client requirements and tender specifications to ensure accurate interpretation
• Coordinate inputs from internal stakeholders and track progress against deadlines
• Compile, structure, draft, and finalise proposals and tender documents
• Ensure completeness of all compliance and supporting documentation
• Liaise with Sales, Costing, Design, and other internal stakeholders
• Maintain proposal pipeline, tender calendar, and submission tracking tools
• Provide regular updates and reporting to the Proposal Manager
• Update and maintain CRM systems (e.g., Pipedrive) with opportunity status
• Provide administrative support and ensure documentation is submitted to the Compliance Administrator
• Support ad hoc proposal-related projects and initiatives
• Contribute to the continuous improvement of templates, content libraries, and processes

As per Excellerate Services Recruitment and Selection Policy: All equity procedures will apply as the Company is committed to promoting internally. The Company reserves the right to seek external candidates should no suitable applications be received.

Excellerate Services is committed to striving for diversity and equitable representation in our workforce. Preference may thus be given to suitably qualified candidates as identified in our employment equity plan. Persons with disabilities are encouraged to apply.

Important Note: All interested candidates must submit their CVs with all relevant qualifications attached, including a letter of application. Please specify the position that you are applying for. If you are not contacted as a short-listed Candidate within 2 weeks of the closing date, please consider your application as unsuccessful.