Pre-Contracts Administrator

Job Purpose:

The role will support the pre-contract phase of projects, working closely with the bid writer, estimators, project managers, and other team members to ensure that all necessary documentation, procedures, and administrative tasks are completed efficiently. This role is crucial in the preparation for contract award and the smooth transition into the project execution phase.

Key Tasks:

Pre-Contract Administration

• Assist with the preparation, submission, and tracking of tenders and bids. Ensure that all pre-contract documentation is submitted accurately and within deadlines.
• Maintain accurate and up-to-date records of all tender and pre-contract activity, ensuring data is easily accessible for future reference.
• Assist with the preparation of reports related to pre-contract activities, ensuring milestones are met on time.
• Maintain and organise all pre-contract documentation, including correspondence, tender documentation, contract terms, and specifications.
• Review Procurement Portals for potential opportunities and updates on existing opportunities
• Provide administrative assistance to the Estimators, Bid Writer, Pre-Contracts Manager including handling phone calls, emails, and general office duties.
• Assist estimators and the pre-contract team in preparing cost estimates, risk assessments, and other related documentation.
• Analyse and collate Pre Qualifying Questionnaire requirements

Develop Supporting Documentation

• Maintain database of supporting documents for all bids
• Collate and develop documents including Case Studies and CV’s
• Ensure all tenders and proposals are compliant with legal, regulatory, and company standards
• Keep company accreditations and other registration documents up to date
• Ensure policies, insurances and risk assessments required for bid submissions are updated, signed and reviewed as required.
• Develop good working relationships with all site, contract and project managers

Write & Submit Bids

• Help with the review of contract terms and conditions, ensuring alignment with company policies and project requirements.
• Populate bid submissions with company information, marketing documents and any other supporting information
• Update corporate CV and individual CVs to reflect recent activities and capabilities
• Provide a degree of quality control for each bid e.g. spell check, alignment format

Pre-Contract Planning

• Assist in the development of tender construction programmes
• Liaising with key suppliers and subcontractors to understand lead in times and durations
• Produce tender plans for priority tenders

Anticipated/Aspirational Qualifications/Experience/Technical knowledge:

• A relevant qualification in Construction Management, Business Administration, or a related field is desirable but not required.
• Previous experience in a construction or project administration role, particularly in the pre-contract phase, is desirable.
• Familiarity with construction terminology, and Microsoft Office Suite (Excel, Word, PowerPoint) is essential.
• Familiarity with Creative Suite packages is desirable.
• Strong organisational and multitasking abilities, with an excellent eye for detail and accuracy.
• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with internal teams and external parties.
• Ability to manage multiple tasks and priorities, meeting deadlines in a fast-paced environment.
• Strong analytical and problem-solving skills to assist with project and contract queries as they arise

Understand and identify with the Company Core Values:

Together … We Can Do More

• One Team all equally important.
• Through collaboration we will find the solution.
• Using aspiration and hard work, we will create a legacy.

Rise To The Challenge

• Exceed both our and customer expectations.
• Continued improvement making weakness into strength.
• Innovative use of new and old to give robust solutions.

Be Accountable

• Own your choices and actions.
• Deliver on our commitments / promises.
• Our reputation is your responsibility

Do the Right Thing

• In all things be safe.
• Act with respect and integrity.
• Fight hard but fair for the greater good.

Benefits

• 4% Employer pension contribution
• Holidays 24 days plus 8 Bank Holidays (pro rata for part-time workers)
• Life and Accident Insurance
• BUPA Cash Plan