Contracts And Tender Administration Officer

Contracts and Tender Administration Officer

About us:

HPS and its network of HPS Approved Pharmacies has grown to employ over 500 staff and is one of Australia’s leading providers of pharmacy services to health facilities, including private hospitals, public hospitals, cancer centres and correctional facilities.

HPS is a subsidiary of the EBOS Group. With almost 5,000 employees in 109 locations across Australia, New Zealand, and Southeast Asia, EBOS Group is the largest and most diversified Australasian marketer, wholesaler and distributor of healthcare, medical and pharmaceutical products. It is also a leading marketer and distributor of recognised animal care brands.

EBOS Group is publicly listed on the New Zealand and Australian stock exchanges.

The opportunity:

The Contracts and Tender Administration Officer is responsible for managing our Contracts and Tender processes. This position requires an individual with executive PA management experience, strong organisational skills, and the ability to coordinate databases effectively.

You will work closely with the Business Development Manager to ensure seamless contract administration, Salesforce CRM management, coordination of tender submissions, and handling franchisee forms and applications.

The Contracts and Tender Administration Officer will also assist the Business Development team and EBOS Group Property Manager with contract management. This includes updating and maintaining our Customer Relationship Management (CRM) system to ensure service Contracts and leases are up to date. Support the business development team and perform other duties as assigned by management.

What you will do:

• Contract Management

• • Oversee and manage the entire lifecycle of contracts.
  • Utilise Salesforce CRM to track and update contract-related information.
  • Collaborate with various departments to ensure accurate and timely contract execution.

• Salesforce CRM Administration
• Serve as the primary administrator for the Salesforce CRM system.
• Regularly update and maintain customer and contract data in Salesforce.
• Provide training and support to team members on Salesforce usage.

• Tender Coordination
  • Coordinate and facilitate the preparation of tender submissions, working closely with the Business Development Manager and relevant teams.
  • Ensure all tender documentation is accurate, complete, and submitted within specified deadlines.
  • Maintain a comprehensive database of tender documents and submissions.

• Franchisee Applications
• Manage and process franchisee forms and applications.
• Ensure timely review and approval of franchisee submissions.
• Maintain accurate records of franchisee agreements and documentation.

• Database Coordination
• Effectively organise and manage the contract and franchisee database, ensuring data accuracy and integrity.
• Implement and maintain efficient processes for data entry and retrieval.
• Generate reports and analytics from the database to support decision-making

• Assistance to Business Development Manager
  • Provide administrative support to the Business Development Manager in preparing presentations, reports, and other relevant documents.
  • Assist in market research and analysis to maintain database on potential business opportunities.

What we are looking for:

• Demonstrated expertise in managing executive administrative tasks.
• Strong organisational and time-management skills.
• Ability to prioritise tasks and work efficiently under pressure.
• Experience managing contracts including the use of CRM systems.
• Excellent communication and interpersonal skills.
• Attention to detail and a high level of accuracy.
• Experience in coordinating and managing databases.
• Strong stakeholder management skills with the ability to engage people.
• Strong interpersonal skills.

Why us?

This is a unique opportunity to work in a company where you are valued, given the recognition you deserve and suitably rewarded for your hard work.

Other benefits include:

• Employee Share Plan
• Company Paid Parental Leave
• Employee Assistance Program for Mental Health Wellbeing
• Staff Awards
• Employee Referral Program
• Health Insurance Discounts
• Flexible hybrid work arrangements 
• Open to applicants across Sydney, Melbourne and Adelaide regions
• And More

EBOS Group are committed to developing and creating an inclusive workplace that embraces and celebrates diversity and inclusion. 

We are committed to fostering a workplace that values diversity and inclusion. As an equal opportunity employer, we actively strive to build a gender-equitable team and cultivate a culture that embraces individuals from all walks of life. We welcome applications from candidates of diverse backgrounds, abilities, ages, and cultures (including First Nations Peoples).

Our commitment to inclusivity extends to supporting candidates with disabilities throughout the recruitment process. If you require any accommodations, please inform us by reaching out to **@ebosgroup.com. We believe that a diverse and inclusive workforce enriches our organization and contributes to our success.

Pre-employment checks may be required and will be discussed with the successful candidate.

If you believe that you have the necessary attributes to succeed in this challenging and rewarding role, please apply by click “Apply”.