estimating AdministratorSomewhere
Salary: Agreement
Work form: Full time
Posting Date: 01/10/2025
Deadline: 01/11/2025
LOOKING FOR FILIPINOS WHO ARE PHILIPPINES-BASED CANDIDATESPosition : Estimating AdministratorWorking Schedule : 8a-5p ESTSalary Range :$2000-$2500 USD Monthly (the final salary will be determined by the candidate's level of experience and at the discretion of the client)Job SummaryThe Estimating Administrator provides support to our Preconstruction/Estimating team. This role is crucial for maintaining the integrity and timely delivery of bid packages and estimates. This role plays a critical part in managing bid requests, coordinating documents, and ensuring smooth communication between subcontractors, estimators, and project teams. The Estimating Administrator will serve as the point of contact for organizing bid invitations, tracking subcontractor responses, and maintaining accurate project records.Essential Duties and ResponsibilitiesBid and Document Management
Review and download incoming Bid Requests (RFPs) from clients.
Manage Bid Invitations: Log, track, and distribute incoming Invitations to Bid (ITBs), Requests for Proposals (RFPs), and qualification documents.
Coordinate document requests with Operations and follow up as needed.
Contact Landlords to obtain and verify Building Rules & Regulations.
Create and publish bid invitations through BuildingConnected.
Organize Project Files: Create and maintain well-organized digital and physical project files, ensuring all drawings, specifications, addenda, clarifications, and correspondence are accurately filed and easily accessible.
Handle Addenda: Distribute addenda and bulletins to the estimating team and relevant subcontractors/suppliers promptly, ensuring all parties are bidding on the latest information.
Collect and distribute RFIs to the Project Estimator.
File and organize subcontractor bids into appropriate project folders.
Maintain Bid Calendar: Manage and update the department's bid calendar, tracking critical dates, deadlines, and submission requirements.
Communication and Coordination
Subcontractor/Vendor Relations: Manage the database of subcontractors and suppliers. Assist in sending out bid requests, tracking responses, and following up on missing quotes.
Reach out to subcontractors on the bidders list to confirm participation (template provided).
Internal Coordination: Serve as a liaison between the estimating team and other departments (e.g., Project Management, Operations) regarding bid status and project handovers.
Correspondence: Prepare, proofread, and format professional correspondence, transmittals, reports, and final bid packages.
Administrative and Data Support
Prepare Bid Submissions: Assist the Estimators in compiling, binding, and packaging final bid submissions, ensuring all required forms, seals, and attachments are included before the deadline.
Data Entry and Reporting: Accurately enter data into estimating software and company databases. Generate routine reports on bid activity, success rates, and pipeline status.
Input subcontractor rating data into BuildingConnected following Post-Project Calls.
Meeting Support: Schedule meetings, prepare agendas, take minutes, and track action items for pre-bid meetings and internal reviews.
Required Qualifications
Experience: 3+ years of administrative experience, preferably within a construction, architecture, engineering, or real estate environment. Experience in an estimating department is highly desirable.
Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook). Experience with digital document management systems (e.g., SharePoint, Bluebeam) and/or estimating software like BuildingConnected is a strong asset.
Core Competencies:
Exceptional Organizational Skills: Ability to manage high volumes of documents and multiple tasks simultaneously with meticulous attention to detail.
Time Management: Proven ability to meet strict deadlines in a fast-paced environment.
Communication: Excellent written and verbal communication skills.
Discretion: Ability to handle confidential bid information with professionalism and integrity.
Somewhere
Review and download incoming Bid Requests (RFPs) from clients.
Manage Bid Invitations: Log, track, and distribute incoming Invitations to Bid (ITBs), Requests for Proposals (RFPs), and qualification documents.
Coordinate document requests with Operations and follow up as needed.
Contact Landlords to obtain and verify Building Rules & Regulations.
Create and publish bid invitations through BuildingConnected.
Organize Project Files: Create and maintain well-organized digital and physical project files, ensuring all drawings, specifications, addenda, clarifications, and correspondence are accurately filed and easily accessible.
Handle Addenda: Distribute addenda and bulletins to the estimating team and relevant subcontractors/suppliers promptly, ensuring all parties are bidding on the latest information.
Collect and distribute RFIs to the Project Estimator.
File and organize subcontractor bids into appropriate project folders.
Maintain Bid Calendar: Manage and update the department's bid calendar, tracking critical dates, deadlines, and submission requirements.
Communication and Coordination
Subcontractor/Vendor Relations: Manage the database of subcontractors and suppliers. Assist in sending out bid requests, tracking responses, and following up on missing quotes.
Reach out to subcontractors on the bidders list to confirm participation (template provided).
Internal Coordination: Serve as a liaison between the estimating team and other departments (e.g., Project Management, Operations) regarding bid status and project handovers.
Correspondence: Prepare, proofread, and format professional correspondence, transmittals, reports, and final bid packages.
Administrative and Data Support
Prepare Bid Submissions: Assist the Estimators in compiling, binding, and packaging final bid submissions, ensuring all required forms, seals, and attachments are included before the deadline.
Data Entry and Reporting: Accurately enter data into estimating software and company databases. Generate routine reports on bid activity, success rates, and pipeline status.
Input subcontractor rating data into BuildingConnected following Post-Project Calls.
Meeting Support: Schedule meetings, prepare agendas, take minutes, and track action items for pre-bid meetings and internal reviews.
Required Qualifications
Experience: 3+ years of administrative experience, preferably within a construction, architecture, engineering, or real estate environment. Experience in an estimating department is highly desirable.
Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook). Experience with digital document management systems (e.g., SharePoint, Bluebeam) and/or estimating software like BuildingConnected is a strong asset.
Core Competencies:
Exceptional Organizational Skills: Ability to manage high volumes of documents and multiple tasks simultaneously with meticulous attention to detail.
Time Management: Proven ability to meet strict deadlines in a fast-paced environment.
Communication: Excellent written and verbal communication skills.
Discretion: Ability to handle confidential bid information with professionalism and integrity.
Somewhere
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Philippines
Permanent
Full-time
Permanent
Full-time
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