Bilingual Administrative Assistant

2 weeks ago

Ottawa, Canada Pomerleau Full time

Under the direction of the Pre-Construction Manager, this position provides administrative support to the estimating team.
- Order, according to procedures, bid documents selected by the Pre
- Construction Manager, enter information into CMIC and Salesforces database;
- Receive, open, verify bid documents (document download);
- Open bid files (bids, subcontractor prices (SEAO/MERX and client platforms), estimator calculations, correspondence, plans and specifications, addendums);
- Open the files in CMIC including the opportunities of the project managers.
- Create the bid file on the department's computerized directory.
- Review instructions to bidders (specifications) to prepare bid forms and all related documents requested by the client;
- Gather necessary information for possible site visits;
- Ensure that all required documents are obtained for the bid;
- Prepare the price binder;
- Prepare the tender slips for the projects under tender;
- Follow up on the files and update the addendums received (bid forms and specifications);
- Update plans on the smart-use platform and box.
- Update all project data as it progresses and enter the bid results of all projects submitted by the estimating team into the CMIC database;
- Prepare presentation documents to clients for bids and budget.
- Produce various tables for submission in Excel;
- Finalize the documents and prepare the official document that will be sent to the client afterwards;
- After each submission, collect, verify and archive all documents used by the estimators with those of the official file.
- To update the table of the projects in tender as well on computer as on table.
- Make the invitations of the pre-closings, closings, visits, as well as other meetings in the Outlook calendar for the people concerned and make sure that the signatory will be present for the deposit of the tender.
- Make room reservations for closings and department meetings.
- Support other offices for bid deposits in the Greater Montreal area.
- Verify documents following contract award.
- Coordinate Lunch and Learn with various suppliers/subcontractors.
- Ensure that priority is given to bids that are submitted before other tasks.
- Organize meetings and various team events (lunches, happy hours, etc.) for the director and/or managers.

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