Estimating Coordinator

Eastgate Engineering; Waterford; On-site; EUR 30,000 - 42,000; Full time

Job summary

Eastgate Engineering in Waterford seeks an Electrical Estimating Coordinator to provide dedicated commercial and administrative support to the estimating function from the Waterford office. The role owns the day-to-day tender process from receipt of enquiry through submission and handover, maintaining registers, issuing and reconciling supply chain enquiries, and compiling bid documentation.

Working closely with the Estimators and the Estimating Manager to prepare compliant, competitive

Qualifications

• Minimum two years in an administrative, commercial or estimating support role.
• Strong numeracy and written English.
• Full driving licence.
• Experience coordinating tender submissions and document control would be an advantage.

Responsibilities

• Tender administration and coordination.
• First point of contact for inquiries and invitations to tender; register opportunities and circulate to estimating team.
• Maintain tender register, bid/no bid log and opportunity pipeline with live status and deadlines.
• Complete bid/no bid forms, gather information for review and record rationale.
• Complete client online PQQ submissions and assemble required company information.
• Download, index and issue tender documents; maintain controlled document register.
• Manage client and framework procurement portals and registrations.
• Track and distribute tender addenda and revised information to Estimator.
• Maintain tender query/clarification register and chase outstanding items ahead of return date.
• Chase, receive and log quotations; highlight qualifications and omissions to Estimator.
• File tender records per procedures, maintain confidentiality.
• Maintain lessons-learned/post-tender feedback records and IMS documentation.
• Demonstrate ability to work to firm return dates and handle multiple tenders.
• Experience with PQQ preparation would be an advantage.

Skills

Tender administration

Organisational skills

Communication

Microsoft Office

SharePoint

Time management

Education

Leaving Certificate or equivalent

Tools

Word

Outlook

Excel

Teams

SharePoint

Job description

The Electrical Estimating Coordinator provides dedicated commercial and administrative support to Eastgate Engineering’s estimating function from the Waterford office. The role owns the day-to-day running of the tender process from receipt of enquiry through to submission and handover, maintaining registers, issuing and reconciling supply chain enquiries, compiling bid documentation. Working closely with the Estimators and the Estimating Manager to prepare compliant, competitive submissions.

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.
• 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.
• 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.