Pursuit Administrator

Recognized as one of Canada’s Best Managed Companies, M. Sullivan & Son Limited (“Sullivan”) provides a dynamic work environment with many opportunities for a fulfilling career. We are a family owned and professionally operated General Contractor (and proud of it), with a strong commitment to our communities, and over 100 years of success. If you are looking for a challenging and stimulating career, Sullivan may be right for you. We believe in and support opportunities for growth & development, teamwork, and engagement.

**Your New Role**:
The Pursuit Administrator, under the direction of the Director of Pursuit, is responsible for the administrative procedures within the Pursuit Department, as well as assisting other departments, where necessary. This position may act as first point of contact within the Pursuit Department for any outside inquiries regarding tendering and proposals.

**Specific Duties and Responsibilities**:
While the Project Administrator is responsible for a multitude of duties, main elements include:
General Administration
- Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports as required by the Pursuit Department and its team members.
- Update and maintain all department reports, including but not limited to active quotes, tendering results, key performance indicator results and quarterly board reports.
- Keeper of CCA and CCDC documentation/stickers and orders any updated contract forms as required.
- Issue and track all tender related Non-Disclosure Agreements with suppliers/ subtrades.
- Act as a first point of contact and provide general information to Pursuit Department, clients, subtrades and the public, relating to questions, concerns, or suggestions.
- Maintain tender/submission calendar for pursuit department.
- Coordinate the logístical aspects of departmental programs such as meetings, seminars, workshops, special projects, and events.
- Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment including the Pursuit Department and the printing room.
- Prepare agendas for meetings and transcribe and distribute meeting minutes.
- Assist in data research and creation of statistical trends and historical information on various projects and Business Units.
- Assist the Pre-Construction Manager with various responsibilities not noted herein.
- Assist team members in printing and photocopying as required.
- Assist in processing outgoing and incoming mail for Pursuit and Operations team members.
- Assist in electronic filing and archiving of Pursuit folders/quotations.
- Generate and manage all quote numbers and establish folder structure. Maintain master project Tendering Summary Log.
- Receive, log and distribute Addendums during tendering or RFP period.
- Print, bind large scale documents and specifications, organize, and distribute.
- Follow up with owners and/or consultants for tender and RFQ results.
- Assist in creating standardize forms for Pursuit (or required adjustments).
- Prepare Purchase Orders in the absence of the Finance Administrator.
- Order catering for Pursuit tender closing days.
- Any and all other duties assigned by the Director of Pursuit.

In relation to Estimating
- Update and maintain approved supplier/subtrade database in coordination with Quality Department.
- Administrator of the company’s tendering site - Building Connected.
- Review front-end tender documentation for tendering requirements.
- Prepare and distribute Responsibility Matrix for tender submissions.
- Assist in calling/soliciting subtrades and/or suppliers during the tendering process.
- Download documentation from bidding sites and save in SharePoint. Manage the entire process of documentation controls for Pursuit with all tenders and RFP/proposals.
- Assist in completing the tender form.
- Upload tenders to various bidding sites or arrange for the delivery of the tender.
- Record and track bid results.
- Assist in completing the Bonding and Insurance requirement forms.
- Submit tendering RFI issued by our team and/or sub trades; manage the log and distribute the response.
- If required, return tender documents and tack the return of the tender deposits and bonds as required.

In relation to Business Development
- Monitor tender and pre-qualification notification sites and conduct searches for tender opportunities and pass along any suitable opportunities to Business Development Manager and Director of Pursuit for review.
- Review RFP documentation for milestone and deliverables.
- Prepare and distribute Responsibility Matrix for proposal submissions.
- Manage project narrative from the Project Managers (during and/or at completion of project) for use on future Proposals. Create library for Business Development’s use.
- Download documentation from bidding sites and save in SharePoint. Manager the entire process of documentation controls