Estimating Administrator

Reports To:                  Vice President, Sales & Marketing

Division:                      Corporate                    

Location:                      Head Office, Etobicoke

Job Summary

The Estimating Administrator is a central role within the process of procuring contracts for Fermar Paving Ltd. (“the Company”).  The role is responsible for administrative activities within the Estimating process. The Estimating Administrator is accountable for ensuring all communications and documentation required to ensure successful bid closings are completed with the highest level of accuracy, completeness and meet all deadlines.

The Estimating Administrator must ensure process integrity, provide exceptional administrative support and insight, and protect the company against risk exposure.

The role’s primary function is to meet all administrative requirements to support the tender office submissions.

Key Responsibilities

Oversight

• Coordinates management of all Estimating process documentation for accuracy, completeness, and timely execution.
• Develops and ensures timely executive approval of all documentation required in response to the award of projects by customers.
• Coordinates with the VP Sales & Marketing to assign projects to Estimators.
• Maintains files containing bid documentation, relevant correspondence, and amendments.
• Constantly monitors all bid documentation to detect errors, omissions, and inconsistencies and take appropriate actions to rectify them.

Managing

• Coordinates and attends weekly Estimators’ meetings.
• Ensures that all addendums received that change closing dates are recorded and communicated to all appropriated parties.
• Maintains a Bid List of current projects for which bids are in process.
• Maintains a “Hit” List of every project for which the Company submitted bids, and the bids won. Provides updated current Hit List to the VP Sales & Marketing as requested and for quarterly Board meetings.
• Reviews projects to confirm On Site Requests for bonds, updates bonds status when projects are closed.
• Quarterly provides VP Sales & Marketing a list of all bonds with current status including monetary data.
• At year end obtains and provides to the Estimators the annual budgets from various municipalities
• Ensures all activities and documentation required for Closings are completed accurately and on time.

Education and Experience

• Paralegal experience will be considered an asset
• Self-starter with superior organization skills and the ability to prioritize tasks, track projects and meet deadlines.
• Proven experience with bid pre-qualification process.
• Exposure working with Government Procurement.

Demonstrated Business and Personal Skills

• Exceptional attention to detail.
• High level of personal stress management. Ability to retain focus while addressing challenges, and prioritizing conflicting demands.
• Proven Problem Solving, Critical Thinking skills. Able to find solutions to complex issues/challenges and mitigate risks.
• Self-directed. Able to act independently and to express opinions, thoughts and ideas assertively.
• Able to communicative effectively in writing and verbally (presentations).
• Strong organizational, administrative and Computer skills.

Company Sponsored Training

• New Employee Orientation
• Code of Ethics and Business Conduct
• Health & Safety/Quality Policy Review
• Construction Lien Act
• Bonding and Legal Training
• Leadership Development (Effective Influencing Skills)
• Professional Development: Prequalification process; Marketing

Working Conditions