Estimating Coordinator

Duties 

• Tender administration and coordination
• Act as the first point of contact for incoming enquiries and invitations to tender, registering each opportunity, acknowledging receipt and circulating to the estimating team.
• Maintain the tender register, bid / no bid log and opportunity pipeline, ensuring that live status, return dates and ownership are accurate at all times.
• Complete bid / no bid forms for each incoming opportunity, gathering the information required for the review, circulating for the necessary approvals and recording the decision and its rationale.
• Complete client online pre-qualification questionnaires (PQQ) and prequalification submissions, assembling the company information, policies, certification, insurance details, financial information and reference project data required, and maintaining a library of standard responses for reuse.
• Download, index and issue tender documentation, drawings and specifications, maintaining a controlled document register so that the team is always working to the latest revision.
• Manage client and framework procurement portals, including eTenders, keeping registrations, pre-qualification records and company information current.
• Track and distribute tender addenda, bulletins and revised information, recording the effect on the estimate and alerting the responsible Estimator.
• Maintain the tender query and clarification register, issuing queries to clients, logging responses and chasing outstanding items ahead of the return date. Supply chain and pricing support
• Chase, receive and log quotations, checking returns against the enquiry scope and highlighting qualifications, exclusions and omissions to the Estimator. Governance and continuous improvement
• File all tender records in accordance with the company’s document control and information management procedures, observing the confidentiality of commercially sensitive information.
• Maintaining lessons-learned/post-tender feedback records, supporting internal audits of the tender process, or keeping estimating templates and the IMS documentation current.

Essential 

• Leaving Certificate or equivalent, with a strong standard of numeracy and written English.
• A minimum of two years in an administrative, commercial or estimating support role, ideally within electrical contracting, building services, mechanical and electrical or the wider construction sector.
• Excellent organisational and administrative skills, with the ability to manage several live tenders at once and work to firm return dates.
• Competent in Word, Outlook, Excel, Teams and SharePoint.
• Confident written and verbal communication, with the ability to deal professionally with clients, suppliers and subcontractors.
• Self-motivated, with the ability to work on own initiative.

Desirable

• Full driving licence.
• Demonstrable experience of coordinating tender or bid submissions to firm deadlines, including document control and the compilation of return documentation.
• Experience of completing client pre-qualification questionnaires (PQQ) and of assembling the supporting company information would be an advantage.