Pursuit Administrator

• Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports as required by the Pursuit Department and its team members.
• Update and maintain all department reports, including but not limited to active quotes, tendering results, key performance indicator results and quarterly board reports.
• Keeper of CCA and CCDC documentation/stickers and orders any updated contract forms as required.
• Issue and track all tender related Non-Disclosure Agreements with suppliers/ subtrades.
• Act as a first point of contact and provide general information to Pursuit Department, clients, subtrades and the public, relating to questions, concerns, or suggestions.
• Maintain tender/submission calendar for pursuit department.
• Coordinate the logistical aspects of departmental programs such as meetings, seminars, workshops, special projects, and events.
• Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment including the Pursuit Department and the printing room.
• Prepare agendas for meetings and transcribe and distribute meeting minutes.
• Assist in data research and creation of statistical trends and historical information on various projects and Business Units.
• Assist the Pre-Construction Manager, Proposal Writers, and Estimators with various responsibilities not noted herein.
• Assist team members in printing and photocopying as required.
• Assist in processing outgoing and incoming mail for Pursuit and team members.
• Assist in electronic filing and archiving of Pursuit folders/quotations.
• Generate and manage all quote numbers and establish folder structure. Maintain master project Tendering Summary Log.
• Receive, log and distribute Addendums during tendering or RFP period.
• Print, bind large scale documents and specifications, organize, and distribute.
• Follow up with owners and/or consultants for tender and RFQ results.
• Assist in creating standardize forms for Pursuit (or required adjustments).
• Order catering for Pursuit tender closing days.
• Any and all other duties assigned by the Vice-President, Pursuit.

• Update and maintain approved supplier/subtrade database in coordination with Quality Department.
• Administrator of the company’s tendering site – Building Connected.
• Review front-end tender documentation for tendering requirements.
• Prepare and distribute Responsibility Matrix for tender submissions.
• Assist in calling/soliciting subtrades and/or suppliers during the tendering process.
• Download documentation from bidding sites and save in SharePoint. Manage the entire process of documentation controls for Pursuit with all tenders and RFP/proposals.
• Assist in completing the tender form.
• Upload tenders to various bidding sites or arrange for the delivery of the tender.
• Record and track bid results.
• Submit tendering RFI issued by our team and/or sub trades; manage the log and distribute the response.
• Assist estimators during tender closing by receiving, printing and/or distributing faxes/emails that contain quotations.

• Monitor tender and pre-qualification notification sites and conduct searches for tender opportunities and pass along any suitable opportunities to Business Development Manager, Manager of Estimating, and Vice-President, Pursuit for review.
• Review RFP documentation for milestone and deliverables.
• Distribute Responsibility Matrix for proposal submissions if requested.
• Download documentation from bidding sites and save in SharePoint. Manager the entire process of documentation controls for Pursuit with all tenders and RFP/proposals.
• Assist in completing the RFQ form.
• Upload proposals to various bidding sites or arrange for the delivery of the proposal.
• Assist in the preparation of the pre-qualification proposal.
• Submit RFP RFI issued by our team and/or design team; manage the log and distribute the response.
• Assist HR with Security requirements in terms of proposals and CV of team members.

• Adheres to all safety procedures and regulatory compliance.
• Communicates and enforces safety standards in conjunction with the Health, Safety, and Environmental Officer.

• Adheres to all processes and procedures in the Sullivan Integrated Management System (S-IMS).
• Ensures the quality of produced efforts reflects the Sullivan quality standards core values.

• 3–5 years experience as Bid Coordinator or assisted with Bid Coordination considered an asset.
• 3-5 years in an administrative role, preferably on a construction project
• Reading construction drawings and specifications (Masterformat) considered an asset.
• A University degree or College diploma in Business Administration or Office Administration would be an advantage.
• Advanced computer skills and knowledge of office software packages.
• Advanced skills in Microsoft Office programs (e.g., Word, Excel, PowerPoint, Outlook), Visio, and InDesign.
• Knowledge of clerical practices and procedures.
• Able to work collaboratively with a dynamic team environment.
• Capable of adjusting swiftly with moving deadlines.
• Able to remain calm in high pressure situations (during tender closing).

• Maintain a high level of confidentiality.
• Present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external
• Strong interpersonal skills (deals with people sensitively, tactfully, diplomatically, and professionally).
• Strong oral and written communication skills, including listening skills.
• Strong writing, editing, and proofreading skills.
• Able to prioritize and manage time effectively.
• Able to respond quickly in a dynamic and changing environment.
• Able to adapt to new technology.
• Highly motivated and results oriented.
• Driven to excel.
• Eager to learn and motivated.

• Sullivan believes in work-life balance! As part of our commitment to employee well-being, we offer generous vacation time to all full-time employees.
• Short-Term Incentive Bonus.
• Comprehensive group benefits program available upon entry.
• Group RRSP with employer contribution to a Retirement Pension Plan.
• Ongoing training and development programs to support your growth.
• Employee & Family assistance program.
• Active social club committee fostering team connection and engagement.
• A workplace that values flexibility and promotes a health work-life balance.
• A company built on the core values of respect, integrity, and excellence.
• Proudly recognized as one of Canada's Best Managed Companies.

M. Sullivan & Son Limited