Surespan Looking for Estimating Admin Assistant at North Vancouver, BC Full Time

General:

Surespan Construction has an immediate opening for an Administrative Assistant. The position includes full administrative support to the both the Estimating and Operations departments.

Tasks and Responsibilities:

In support of Estimating and Proposals:

• Collect/organize bids in E-folders and hard copy, upon receipt
• Bid day assistance to include follow up calls for bids not yet received
• Assist estimators in bid solicitation calls
• Obtaining insurance certificates and bond documentation
• Delivery of tenders, when necessary
• Preparation of proposals, responses to requests for qualifications, experience summaries and general promotional materials, including but not limited to:
  • Implement quality control procedures to ensure proposal requirements are met, including relevance of content and correct formatting
  • Amalgamate content from various team members to create cohesive, complete package in accordance with bid requirements and schedules
  • Apply proposal templates to all submissions in accordance with Corporate brand guidelines
  • Full production of hardcopies and digital copies

In support of Operations:

• Transitioning documentation for successful tenders to the Operations department
• Creating and maintaining existing electronic and paper filing systems for projects
• Preparation of documents as instructed including photocopying
• Coordinating contractor and vendor activities on behalf of Project Managers
• Liaising with sub-trades and requesting quotations
• Obtaining insurance certificates, proof of WCB documentation, business licenses, etc. as required by various project contracts
• Monitoring and maintaining records of project based reporting and other project record documentation (including daily site reporting, budget tracking, etc.)
• Filing & archiving documents
• Support Project Managers with preparation of client invoicing
• Maintaining Bid & Award List, Active Projects List
• Management and upkeep of industry contact distribution list
• Monitoring public websites and tender advertising agencies for new opportunities and changes/modifications to existing opportunities

General administrative duties:

• Providing detailed and accurate information by telephone to internal and external customers
• Recommending and participating in the development of workflow process to streamline tasks
• Developing relationships and communicating with internal and external customers in a professional manner
• Preparation of correspondence, drafting standard correspondence and formatting drafts into required graphic standards, project forms etc.
• Participating in the continuous improvement of administrative procedures

Education and Experience Required:

• Minimum 2 years’ experience in Office Administration or post-secondary training in office administration skills
• Excellent computer skills and proficient in excel, word, and outlook
• Strong word processing and desktop publishing skills a must
• Valid driver’s license

Skills Required:

• Exceptional organizational skills and time management abilities
• Effective communication skills both written and verbal for interface with clients and coworkers
• Ability to prioritize workflow and deadlines
• Self-starter with the ability to work independently with a team player attitude, all while paying strict attention to detail
• Strong interpersonal skills, comfortable in a small team environment and interacting with senior level executives
• Ability to adapt quickly to changing situations

Location of Employment:

This position will be based out of the Surespan Group Head Office in North Vancouver, British Columbia. Applicants must currently be legally permitted to work in Canada for any employer; international candidates will not be considered for this role and need not apply.

Surespan offers a competitive salary package commensurate with experience along with an excellent benefits package.