Office Administrator/Coordinator

This is an excellent opportunity for an individual who is re-entering the workforce or retraining for a second career in an office administration or legal administration capacity. Fermar is seeking an individual who will work as an assist to the Estimating Manager in the coordinating of the day to day activities of the estimating department. 

Broad Scope of Responsibilities:

• Pre-qualify for all jobs requiring a TRF submission (MTO and others)
• Preparation of technical portion of Fermar’s annual prequalification (TRF) to MTO and updates
• Monthly work on hand updates
• Bond /insurance request forms for all jobs – include back up documentation from specs – site plan, Geotech, general & supplementary conditions
• Conversion of tender documents into an excel format
• Addenda to be distributed immediately
• Order tender documents – MTO downloads from Raqs, Biddingo, Merx, amd municipalities.
• Upload MTO tenders for printing – send to printer if required
• Bid enquiries from MTO have to be distributed immediately
• Main point of contact for all inquiries from other divisions/Insurance/ Bonding Company/MTO/other owners/consultants/sub-contractors
• Prepare tenders according to specs – signatures, organization charts, resumes, project experience, bonding, cad 7 reports, health & safety, WSIB certificates
• Approve/code all invoices from printing company
• Order WSIB certificate upon expiry (every 60 days)
• Prepare for filing of job correspondence and signed contracts
• Preparation of stat decs/WSIB for all monthly progress payments
• Prepare tender envelopes for all jobs for filing
• Publish substantial completion in daily commercial news upon project completion
• Annual (April) distribution of all insurance certificates for all Fermar jobs
• All pre-tender work on all tenders
• All post tender work on all contracts awarded – bonds, insurance certificate– all as specified by owner
• Update and distribute tender list daily
• Submission of unit prices and other documents to MTO within a 24-hour period from time of closing on all jobs where Fermar is 1st, 2nd or 3rd
• Distribute tender results to management and to bonding company
• Coordinate training of estimators/estimating
• Assist estimators with final tender submission on day of closing (including supervision of timely tender submission to owner, reading prices to ‘delivery’ person, especially in the absence of chief estimator)

Requirements:

• Office Administration or Legal Administration Certificate or Diploma would be an asset
• Excellent communication skills both spoken and written
• Ability to read and comprehend contracts
• Self motivated - ability to work with little supervision
• Excellent organizational skills
• Proficient with Microsoft Office
• Dealing with time sensitive documents - ability to make dead lines is essential
• Ability to work in a fast-paced environment