To accurately oversee and execute the administrative support function for all projects in the Estimating Department to ensure timely submission of projects.
Main Job Tasks, Responsibilities
Daily email and telephonic communication with clients and sub-contractors
Copy, filing and scanning of project related documents
Creating tender invitation with Dropbox link
Addendums of tenders
Standardised and professionalize tender documents (i.e., Slotting in dividers)
Creating tender envelope for submission
Scanning and punching tender for final submission
Following up Salespersons on extension validities
Filling in validity extension documents when received.
General admin and follow ups (arranging meetings, roster, Planner, ensuring estimators / sales / Craig know of their site meetings and other meetings etc)
Stand up meeting notes
Validity extensions tracking and chasing sales
Conducting interviews with sub-contractors when needed - typing up minutes
Assist other internal departments with data capturing and reporting when needed
Project Task Management
Chasing up sales for the project documentation
Receiving documentation from the Sales Department and scrutinizing the tender document
Stripping & scanning the document and populating it to the respective folder
Filling in the tender initiation template based on SWOT analysis
Filling out and slotting in returnable documents for functionality
Checking the functionality for the tender
Arranging the program with Project Planner and Administrator when needed
Filling in a standardised form based on local content requirements of tenders when applicable
Assign internal job numbers to new projects
Assess all tender returnable requirements and create suitable functionality checklist.
Basic reporting on projects to Estimating Manager and Senior Estimator / Estimator
Develop and apply the SWOT analysis to all prospected tender documents.
Identify and highlight possible outcomes of tender rewards through reviewing of the tender document.
Working under pressure
Planning and Organising
Building industry knowledge will be beneficial
Minimum Education and Experience
Administration diploma or certificate
Project management diploma(ideal)
2-3 years general administrative experience (if matric)
2 years administrative experience in construction as a tender clerk (ideal)