Job Description
Position Title: Pre-Contract Administrative Assistant
Reports to: Director of Estimating
Position Status: Permanent � Full Time
Location: Pasadena, TX
Work Schedule: Standard schedule is Monday through Friday.
Purpose: Provide assistance as necessary to the Estimating and Project Management departments for the Pre-Contract phase of Project execution.
Core Job Responsibilities (provide assistance for the following):
- Schedule project meetings and bid reviews in Outlook with essential personnel for the Pre-Contract phase per Estimate Approval Matrix.
- Maintain Bid Schedule, tracking all projects in the Pre-Contract and Estimate phase.
- Lead Plan-of-the-Day (POD) and Bid Status meetings with Estimating, Construction, and Proj. Mgmt departments, to ensure alignment of current bid and estimate status.
- Distribute Bid Schedule Monday for current week and mid-week update
- Update Bid Forecast with status of current bids, pending proposals, wins and losses
- Report on key measurables (ie win %) to the estimating department
- Provide Business Development dept with two month lookahead and forecasting proposal information
- Distribute Bid Forecast report weekly to management team.
- Organize previous estimate data and metrics in comprehensive format for use in benchmarking future project estimates.
- Analyze estimate data as well as manhours budgets vs. actual spend. Report on discrepancies or outliers to Estimating Director. Assist in forecasting Estimating department workload and staffing levels.
- Pre-Construction Document Control: maintain and organize all project files received from Client or H+M internal departments which are pertinent to the estimating process.
- Review & Audit client document transmittal and Master Document Lists against received documents. Identify any discrepancies and report to Project Manager and Snr. Estimator.
- Receive, organize, and distribute addenda to the project files to both H+M project team and 3rd party vendors, as needed.
- Follow-up and expedite subcontractors and material vendors during the Pre-Contract phase, in support of the Estimating team. Track status of RFQs and report in POD meetings and distribute to estimating team weekly
- Weekly audit of RFQ / Supply Chain folders to ensure vendor quotes and estimate backup information is properly available.
- Draft Proposals and assist in formatting review and update prior to submission to the client.
- Gather any supporting bid documents needed for the submission of a proposal. Examples include Resumes, Org Charts, HSE or QA/QC Manuals, Prev. Project Experience.
- Administer any revisions, upload, and distribution of Estimating department policies, work processes, procedures, tools, forms, etc.
- Participate in weekly Estimating Department meeting and provide feedback on departmental issues and improvements.
Essential Skills & Qualifications
- Minimum of 3-5 years of experience in a similar role.
- Highly Organized.
- Ability to work with multiple departments
- Work well under pressure and achieve deadlines.
- Manage competing priorities.
- Perform time sensitive tasks accurately and with a level of urgency.
- Fast-Paced work environment
- Background in the following areas preferred, but not required:
- Capital projects or maintenance for industrial facilities.
- Familiarity with process equipment, piping and piping components, civil, structural, etc.
- Ability to identify, categorize, and organize essential project documents. Examples include: P&IDs, PFDs, Piping Isometrics, Civil & Structural drawings, I&E drawings, Specifications, Contract Documents, Bid Forms, etc.
- Experience with Engineering, Procurement, Construction (EPC) company.
- Microsoft Office proficient.
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- Data Analysis experience, primarily excel-based.
Physical Requirements
- Occasionally lift objects weighing up to 25 pounds
- Sit for long periods of time
- Occasionally stoop, kneel or crouch
- Use hands and arms to reach for, grasp and manipulate objects
Environment: Most work time is spent in an office environment.