Position Title: Pre-Contract Administrative Assistant

Reports to: Director of Estimating

Position Status: Permanent – Full Time

FLSA Status: Non- Exempt

Location: Pasadena, TX

Work Schedule: Standard schedule is Monday through Friday.

Purpose: Provide assistance as necessary to the Estimating and Project Management departments for the Pre-Contract phase of Project execution

Core Job Responsibilities (provide assistance for the following):

• Schedule project meetings and bid reviews in Outlook with essential personnel for the Pre-Contract phase per Estimate Approval Matrix.
• Maintain Bid Schedule, tracking all projects in the Pre-Contract and Estimate phase.
• Lead Plan-of-the-Day (POD) and Bid Status meetings with Estimating, Construction, and Proj. Mgmt departments, to ensure alignment of current bid and estimate status.
• Distribute Bid Schedule Monday for current week and mid-week update
• Update Bid Forecast with status of current bids, pending proposals, wins and losses
• Report on key measurables (ie win %) to the estimating department
• Provide Business Development dept with two month lookahead and forecasting proposal information
• Distribute Bid Forecast report weekly to management team.
• Organize previous estimate data and metrics in comprehensive format for use in benchmarking future project estimates.
• Analyze estimate data as well as manhours budgets vs. actual spend. Report on discrepancies or outliers to Estimating Director. Assist in forecasting Estimating department workload and staffing levels.
• Pre-Construction Document Control: maintain and organize all project files received from Client or H M internal departments which are pertinent to the estimating process.
• Review & Audit client document transmittal and Master Document Lists against received documents. Identify any discrepancies and report to Project Manager and Snr. Estimator.
• Receive, organize, and distribute addenda to the project files to both H M project team and 3rd party vendors, as needed.
• Follow-up and expedite subcontractors and material vendors during the Pre-Contract phase, in support of the Estimating team. Track status of RFQs and report in POD meetings and distribute to estimating team weekly
• Weekly audit of RFQ / Supply Chain folders to ensure vendor quotes and estimate backup information is properly available.
• Draft Proposals and assist in formatting review and update prior to submission to the client.
• Gather any supporting bid documents needed for the submission of a proposal. Examples include Resumes, Org Charts, HSE or QA/QC Manuals, Prev. Project Experience.
• Administer any revisions, upload, and distribution of Estimating department policies, work processes, procedures, tools, forms, etc.
• Participate in weekly Estimating Department meeting and provide feedback on departmental issues and improvements.

Essential Skills & Qualifications

• Minimum of 3-5 years of experience in a similar role.
• Highly Organized.
• Ability to work with multiple departments
• Work well under pressure and achieve deadlines.
• Manage competing priorities.
• Perform time sensitive tasks accurately and with a level of urgency.
• Fast-Paced work environment
• Background in the following areas preferred, but not required:

• Capital projects or maintenance for industrial facilities.
• Familiarity with process equipment, piping and piping components, civil, structural, etc.
• Ability to identify, categorize, and organize essential project documents. Examples include: P&IDs, PFDs, Piping Isometrics, Civil & Structural drawings, I&E drawings, Specifications, Contract Documents, Bid Forms, etc.
• Experience with Engineering, Procurement, Construction (EPC) company.

• Microsoft Office proficient.
• Strong MS Outlook, Word, Excel, Teams skills required.
• Data Analysis experience, primarily excel-based.

Physical Requirements

• Occasionally lift objects weighing up to 25 pounds
• Sit for long periods of time
• Occasionally stoop, kneel or crouch
• Use hands and arms to reach for, grasp and manipulate objects

Environment: Most work time is spent in an office environment.