Pre-Contract Administrative Assistant

3 weeks ago

Pasadena, United States H+M Industrial EPC Full time
Job DescriptionJob 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.
    • Strong MS Outlook, Word, Excel, Teams skills required.
    • 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.

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