ROLE DEFINITION
TheEstimatingAssistantprovidescoordination,administrativeanddocument- management
supportthroughoutPhoenixME’smechanicalandelectricaltendering process.
The role holder will support theestimating team by maintaining accurate tender records, issuing supply-chain enquiries, collating quotations, managing tender information and assisting with the preparation of compliant submissions.
The Estimating Assistant will help ensure that the department operates efficiently, tender deadlines are achieved and all information is appropriately controlled, accessible and handled confidentially
KEY RESPONSIBILITIES
- Comply with Phoenix ME’s estimating procedures, policies and quality requirements.
- Assist Estimating staff with the preparation and completion of estimating tasks.
- Set up tender folders, trackers and standard documentation for new enquiries.
- Assist with the receipt, checking and recording of tender documents.
- Maintain key tender dates, action trackers and enquiry schedules, highlighting outstanding items to the responsible Estimator.
- Issue supplier and subcontractor enquiries and monitor quotation returns.
- Collate quotations and supporting information for review by the appropriate staff.
- Undertake accurate material take-offs and pricing activities in line with tender requirements.
- Assist with formatting and quality checking tender submissions, clarifications and appendices.
- Maintain tender outcomes, supplier information and departmental templates.
- Document Management
- Create and maintain tender folders within the Estimating SharePoint system.
- Manage appropriate user access and ensure documents follow Phoenix ME’s filing and naming procedures.
- Download, upload, log and distribute tender information received through SharePoint and client document portals.
- Complete regular portal checks and notify the appropriate staff of new documents, revisions or addenda.
- Maintain document registers and ensure superseded information is clearly identified.
- Identify missing, duplicated or inaccessible documents and elevate any issues.
- Quality check documents before issue and maintain an accurate record of submissions and correspondence.
- Archive completed, unsuccessful or withdrawn tenders in accordance with company procedures.
- Handle confidential and commercially sensitive information with discretion.
- Ensure restricted documents are securely stored and only accessible to authorised individuals.
- Issue, monitor and maintain an accurate tracker of non-disclosure agreements.
- Follow up outstanding Non-Disclosure Agreements (NDA’s) and check that returned documents are correctly signed and completed.
- Ensure fully executed NDAs are saved securely and returned to the relevant party.
- Do not release confidential tender information until the required NDA has been completed and approved.
PERSON SPECIFICATION
ESSENTIAL
- GCSEsorequivalent,includingMathsand English
- Experienceinanadministrativeorsupportrolewithinaconstruction or commercial environment
- ProficiencyinMicrosoftOffice,particularlyExceland Word
- Strongorganisationalskillsandattentionto detail
DESIRABLE
- Experiencesupportingestimating,commercial,orprocurement teams
- Familiaritywithtenderingprocessesandconstruction terminology
- Exposuretoestimatingsoftwareordocumentmanagement systems
Thisjobdescriptionisintendedtodescribethegeneralnatureandlevelofworkbeingperformed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to assign or reassign duties and responsibilities.
OUR VALUES
- Embody boldness and ambition to exceed goals by setting high personal and professional standards
- Act with courage, voicing ideas or concerns with confidence while remaining resilient in the face of challenges
- Foster empowerment by creating an environment where everyone feels capable, trusted, and supported
- Promote innovation by sharing fresh ideas and new methods to drive continuous improvement
- Champion a culture of togetherness and inclusion by acting with mutual respect and integrity
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