Estimating Admin Assistant

3 weeks ago


North Vancouver, Canada Surespan Full time

**_General:_**

Surespan Construction has an immediate opening for an Administrative Assistant. The position includes full administrative support to the both the Estimating and Operations departments.

**_ Tasks and Responsibilities:_**
- In support of Estimating and Proposals:_
- Collect/organize bids in E-folders and hard copy, upon receipt
- Bid day assistance to include follow up calls for bids not yet received
- Assist estimators in bid solicitation calls
- Obtaining insurance certificates and bond documentation
- Delivery of tenders, when necessary
- Preparation of proposals, responses to requests for qualifications, experience summaries and general promotional materials, including but not limited to:

- Implement quality control procedures to ensure proposal requirements are met, including relevance of content and correct formatting
- Amalgamate content from various team members to create cohesive, complete package in accordance with bid requirements and schedules
- Full production of hardcopies and digital copies
- In support of Operations:_
- Transitioning documentation for successful tenders to the Operations department
- Creating and maintaining existing electronic and paper filing systems for projects
- Preparation of documents as instructed including photocopying
- Coordinating contractor and vendor activities on behalf of Project Managers
- Liaising with sub-trades and requesting quotations
- Obtaining insurance certificates, proof of WCB documentation, business licenses, etc. as required by various project contracts
- Monitoring and maintaining records of project based reporting and other project record documentation (including daily site reporting, budget tracking, etc.)
- Filing & archiving documents
- Support Project Managers with preparation of client invoicing
- Maintaining Bid & Award List, Active Projects List
- Management and upkeep of industry contact distribution list
- Monitoring public websites and tender advertising agencies for new opportunities and changes/modifications to existing opportunities
- General administrative duties:_
- Providing detailed and accurate information by telephone to internal and external customers
- Recommending and participating in the development of workflow process to streamline tasks
- Developing relationships and communicating with internal and external customers in a professional manner
- Preparation of correspondence, drafting standard correspondence and formatting drafts into required graphic standards, project forms etc.
- Participating in the continuous improvement of administrative procedures

**_ Education and Experience Required:_**
- Minimum 2 years’ experience in Office Administration or post-secondary training in office administration skills
- Excellent computer skills and proficient in excel, word, and outlook
- Strong word processing and desktop publishing skills a must
- Valid driver’s license

**_ Skills Required:_**
- Exceptional organizational skills and time management abilities
- Effective communication skills both written and verbal for interface with clients and coworkers
- Ability to prioritize workflow and deadlines
- Self-starter with the ability to work independently with a team player attitude, all while paying strict attention to detail
- Strong interpersonal skills, comfortable in a small team environment and interacting with senior level executives
- Ability to adapt quickly to changing situations

**_ Location of Employment:_**

Surespan offers a competitive salary package commensurate with experience along with an excellent benefits package.


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