What are the responsibilities and job description for the Construction Estimating Administrator position at GSI Service Group, Inc.?
Job Summary
This position provides general administrative support to the construction estimating group. Responsibilities include tracking and managing RFPs, scheduling meetings, site walks, and other activities, preparing bid documents for submission, requesting performance and payment bonds and submitting with proposals, and maintaining contract files including but not limited to RFIs, amendments, correspondences. This role also assists with preparing various reports.
Duties and Responsibilities
RFP Tracking
- Maintain a log of all Request For Proposal (RFP) information for construction contracts.
- Enter and update RFP details, such as project name, proposal due date, estimator, site visit dates, and amendment dates.
- Update a summary with the status of pending proposals (won, lost, postponed, or canceled), monitor total contract dollar amounts, and track competitors.
- Update this log multiple times a day as new information is received from clients.
- This log is a SharePoint file.
Scheduling
- For all RFPs, send calendar invites for key dates to the designated team members.
- Schedule due times for responses back to the Government 30 min. prior to the actual response.
- Proposals will not be submitted without approval from upper management.
Managing RFPs
- Distribute all RFPs to the designated team members and store the documents in the correct location on the server.
- Upload RFP and amendment files to the internal server. This may involve picking up CDs or downloading files from a DOD Safe site, PIEE, and ProjNet.
- Create a project in SmartBid and upload all necessary RFP and amendment files.
- Process pass requests for site visits, ensuring all deadlines are met. You will also coordinate with subcontractors to gather personal information for pass submissions.
Bid Bond
- Complete bid bond request forms with RFP information, such as performance period, liquidated damages, and proposal due date. Subcontractor categories and percentages of work are provided by the estimator.
- Forward completed forms to the Bonding Agent (BA) for processing.
- Once the BA delivers the bid bond to the office, route it for signature and corporate seal stamp. Scan and save the signed bid bond to the corresponding project folder.
- Deliver the original bid bond to the contracting officer, either by hand or mail, and submit an electronic copy with the proposal. All bid bonds must be received before the proposal due date.
- Provide information to the bonding agent for Bondability Letters for NAVFAC Northwest projects. The original letter will be sent to the contract specialist in Washington.
Proposal Submission
- Prepare the cover letter and price schedule.
- For the Technical Narrative, request all necessary documentation from subcontractors (e.g., Letter of Commitment, Relevant Experience Worksheet), review and verify the information, and compile the final package.
- Review the final technical narrative package with management and the estimator before submission.
- Complete proposal packages are emailed, mailed, or hand-delivered. Out-of-state proposals must be mailed with enough time for hand delivery and final prices and dates to be handwritten in. Emailed proposals must be received by the contracting officer before the due date and time.
Office Errands
- Deliver bid bonds, proposals, pass requests, and submittals.
- Pick up new RFP CDs, supplies for jobsites, and office supplies.
- Mail packages and proposals at FedEx, the post office, etc.
Minimum Qualifications, Skills, and Educational Requirements
- Five years of experience in accounting or business administration.
- Two to five years of experience in construction project administration, estimating, subcontracting, and contracting systems (preferred).
- Strong command of Microsoft Office, especially Word, Excel, and Access.
- Experience providing administrative support on U.S. Government construction contracts (preferred).
- Excellent verbal and written communication skills.
- Ability to prioritize tasks and meet multiple deadlines.
- Reliable and capable of working effectively as part of a team.
- A critical thinker and a good listener.
- Strong administration skills.
- A valid driver’s license and a clean driving record.
Inter-Personal Relationships
- Must demonstrate excellent interpersonal and team-building skills.
- Must interact effectively with project operations teams, co-workers, vendors, and clients.