Rutherford Contracting is a leading construction company specializing in ICI Buildings, Site Development, Facilities Management and Construction Management. With a commitment to excellence and safety, we deliver high-quality projects to our clients.
We are currently looking for a Construction Office Administrator who will be responsible for coordinating and supporting all estimating and bid submission activities, including preparing and submitting tender documents, communicating with subcontractors and suppliers, and ensuring all submissions are completed accurately and on time. This role has full ownership of all project prequalification submissions, including the preparation, maintenance, and submission of required company, safety, and project information for clients and procurement platforms. The position works closely with the Estimating team to support all estimating, tendering, and prequalification activities in alignment with Rutherford Contractingâs standards and procedures.
This is an existing position that has become available within the organization.
Functional Responsibilities:
Tendering & Estimating Coordination
- Monitor Biddingo, MERX, Bids and Tenders, and other electronic tender platforms daily for new project opportunities and upcoming deadlines or changes to tenders
- Review potential opportunities with the Chief Estimator and provide supporting information to assist in go/no-go decisions.
- Register for tenders, download bid documents, and organize all project files and drawings appropriately.
- Manage and maintain the tender calendar to ensure all deadlines, site meetings, closings, and submission requirements are tracked and completed on time.
- On occasion, help coordinate and issue tender invitations through Building Connected to subcontractors and suppliers and act as the primary contact for tender correspondence.
- Update building connected on an ongoing basis as new tender information becomes available – ie. Addendums etc.
- Prepare, submit, and track RFIs for tenders and prequalification submissions.
- Coordinate mandatory site meetings, tender deliveries, and other time-sensitive tender requirements.
- Assist Chief Estimator/Estimators during tender closings, by printing/saving and collecting quotations, organizing pricing information, assembling submission documents, and coordinating final submissions.
- Be responsible for entering and submitting bid amounts on tender platforms, including high-pressure and last-minute closings.
- Ordering and distributing drawings, specifications, and addenda to the estimating team.
- Assist with subcontractor pricing procurement and follow up with trades for quotations and tender requirements.
- Manage the “Tenders” email inbox to ensure all tender-related communication, quotes, and requests are addressed promptly and accurately
- Prepare and maintain project experience sheets and supporting documents required for tender closings and prequalifciations.
Prequalification Management
- Take full ownership of all prequalification submissions with minimal supervision from Chief Estimator.
- Prepare, maintain, and submit all required company qualifications, safety documentation, project experience, and supporting materials for clients and procurement platforms.
- Track prequalification opportunities, submission deadlines, and renewal requirements.
- Update and maintain prequalification reports and documentation records.
Bonding & Insurance Coordination
- Request tender bonding and insurance requirements for bid closings and distribute documentation to the Estimating team.
- Request and coordinate final bonds and insurance certificates for awarded projects.
- Download, organize, and save executed bonding documents from Signature Master.
- Maintain and regularly update the bonding tracking spreadsheet.
- Submit insurance requests and follow up to ensure timely completion.
Administrative & Office Support
- Receive and direct incoming calls through the main switchboard in a professional and courteous manner.
- Coordinate courier shipments, deliveries, and pickups as required, including tracking and confirmation of receipt.
- Support general administrative and coordination tasks for the Estimating department as required.
Performance Expectations
- Demonstrate professionalism, strong communication skills, and excellent customer service etiquette.
- Work collaboratively with team members to support department objectives and project deadlines.
- Maintain confidentiality of company information and communications at all times.
- Follow and comply with all company policies, procedures, and safety requirements.
- Be reliable, punctual, organized, proactive, and detail-oriented.
- Demonstrate strong time management skills and the ability to prioritize multiple deadlines in a fast-paced environment.
- Perform effectively under pressure, particularly during tender closings and deadline-driven submissions.
- Complete all work accurately and in a timely manner.
- Maintain a high level of organization to ensure no critical deadlines, submissions, or documentation are missed.
- Represent Rutherford Contracting professionally and positively with clients, subcontractors, suppliers, and the public.
- Maintain a strong commitment to workplace safety and safe work practices at all times.
Desired Skills and Experience:
- 1-3 years of experience, construction experience is an asset but not required
- Strong knowledge of Microsoft applications – MS Project, Word, Excel, Outlook
- Confident individual who is hard-working and eager to learn
- Possess a valid Ontario driver's license and reliable vehicle
Rutherford is an equal opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, Aboriginal/Native American status or any other legally protected factors. Disability-related accommodations are available on request for candidates taking part in all aspects of the selection process.
We thank all applicants for their interest, however, only those selected for further consideration will be contacted.
Benefits:
- Casual dress
- Company pension
- Dental care
- On-site parking
- RRSP match
- Tuition reimbursement
- VRSP
Work Location: In person
