Estimating Co-Ordinator

October 14, 2024

LUDDON CONSTRUCTION LIMITED

Glasgow

FULL TIME & CONTRACT

Job Summary
We are seeking an Estimating Coordinator, on a Fixed Term, 12 month contract, who will provide essential administrative support and facilitate the smooth operation of the estimating department. This role requires strong organisational skills to assist managers and employees in the tendering process, ensuring that all tasks are carried out with accuracy, high-quality standards, and within set deadlines. The role involves managing communication via email and phone, use of online portal messaging systems, coordinating tender documentation, and maintaining key records.
Key Responsibilities & Accountabilities
Tender Management:

Ensure that all incoming tenders are recorded and processed accurately, including tenders received via email and various online portals.
Download of tender documents, and ensure they are copied into the appropriate electronic folders to enable access by the Estimators.
Create and maintain the Tender Tracking Sheet and distribute it to relevant team member.

Tender Administration:

Manage all tender-related emails, including those for current and post-tender enquiries.
Ensure that Estimators are kept informed via email about tender queries, amendments, or any other changes.
Save all tender queries, revised Bills of Quantities (BOQs), and any amendments into the designated e-tender folder for easy access.

Tender Submission:

When a tender is finalised by the Estimator, coordinate the completion of all required documents and BOQs.
Coordinate with the bid team to ensure that all tender requirements have been met.
Ensure that all tender submissions are prepared and submitted in line with client deadlines, ensuring accuracy and punctuality.

Internal Coordination and Reporting:

Maintain and update the Tender List regularly, ensuring it reflects the current status of all tenders.
Distribute the updated Tender List to Directors and Contracts Managers every Monday and Wednesday.
Contract Order Verification From to be completed for all new contract awards, ensuring sign off by all relevant parties and then distribute.

General Administrative Support:

Provide general administrative support to the Estimating team, including handling queries, responding to requests for information, and assisting with document preparation.
Ensure all documentation is filed and archived properly, adhering to internal systems and processes.
Assist with any other duties as required by the Estimating Manager or other senior team members.

Skills & Qualifications:

Experience: Previous experience in an administrative or coordinating role, preferably in a civil engineering or construction environment.
Technical Skills: Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with e-tender portals.
Organisational Skills: Ability to manage multiple tasks and meet deadlines.
Attention to Detail: High level of accuracy and thoroughness in handling documents and correspondence.
Communication: Excellent verbal and written communication skills, with the ability to liaise effectively with internal and external stakeholders.
Teamwork: Ability to work collaboratively with Estimators and other team members.

Desired Qualifications:

Experience in tender coordination or estimating support in the construction or civil engineering sector.
Familiarity with document management systems and tendering software.

Personal Attributes: