Tender Administrative Assistant

As a Tender Administrative Assistant in our Cost Estimation Department, your role will be crucial in supporting our cost estimation team to ensure the timely submission of our bids while adhering to the relevant tender regulations.

Position Overview -Tender Administrative Assistant

This is an exceptional opportunity for a detail-oriented and organized individual to make a significant contribution 
to the success of our construction projects.

Key Responsibilities:

• Document Management: Maintain an organized system for storing and retrieving project-related documents, such as project specifications, blueprints, and vendor quotes.
• Ensure all documentation is up to date and readily accessible for the cost estimation team.
• Tender Document Preparation: Assist in preparing and distributing tender documents, which may include compiling drawings, pricing documents, technical specifications, and any other required materials.
• Ensure the timely and accurate dissemination of these documents to relevant team members and stakeholders.
• Scheduling and Coordination: Schedule and coordinate meetings, site visits, and appointments for the cost estimation team, optimizing their time and ensuring efficient planning.
• Make travel arrangements and reservations as needed.
• Procurement Support: Collaborate with the team in the procurement process, which involves contacting suppliers and subcontractors to obtain quotes and pricing information.
• Maintain detailed records of all communications, quotes, and transactions for future reference and analysis.
• Team Collaboration: Work closely with team members to ensure that administrative tasks are completed accurately and in a timely manner.
• Assist with information sharing and collaboration among team members to facilitate effective decision-making.
• General Office Duties: Handle day-to-day office tasks, including answering phones, managing email correspondence, and ordering and maintaining office supplies. Keep the office environment organized and running smoothly.
• Report and Presentation Support: Assist in preparing reports, presentations, and project documentation as required by the cost estimation team. This may involve formatting documents, creating visual aids, and proofreading content.
• Confidentiality: Handle confidential and sensitive information with the utmost discretion, following company policies and protocols for data security and privacy.
• Your role as an Administrative Assistant will be vital in ensuring the department’s efficiency and effectiveness. Your attention to detail, excellent organization skills, and ability to manage multiple tasks will contribute to the success of the cost estimation process and ultimately benefit the construction projects your team is involved in.

Qualifications:

• Proven experience as an Tender Administrative Assistant. 
• Excellent organizational and time-management skills.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and other relevant software.
• Strong written and verbal communication skills.
• Detail-oriented with a commitment to accuracy.
• Ability to multitask and prioritize tasks effectively.
• Experience in the construction industry (preferred but not required).