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Administrator, Estimating and Contracts
j-aar
Administrator for Estimating and Contracts in Civil Infrastructure Group, managing tender documentation, contract administration, and internal systems.
22d ago
Junior (1-3 years)
Full Time
London, Ontario, Canada
Office Full-Time
Company Size
1500+ globally Employees
Service Specialisms
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Sector Specialisms
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Role
What you would be doing
report preparation
project support
digital monitoring
document management
bid preparation
contract management
- Maintain and update a centralized pipeline / inventory of marketing / bidding opportunities; prepare regular reports for senior leadership (Estimating, VP).
- Assist project managers with administrative project support: tracking goods received, verifying cost summaries, coordinating utility locates / emergency locates, maintaining project files and ensuring that all documentation is compliant and accessible.
- Continuously monitor digital procurement, tender, and bidding platforms to identify viable business opportunities aligned with J‑AAR’s strategic goals.
- Maintain and organize internal systems and documentation: SharePoint, contract archives, tender documents, locate files, public folders; ensure version control and that all project status changes are tracked.
- Prepare bid/tender documentation: building spreadsheet files (Excel), assembling and organizing all required documents, handling pre-qualifications, and subcontractor qualification materials.
- Manage contract and subcontract administration: ensuring required documents (bonds, insurance, signed agreements) are accurate, complete, and returned prior to site work; post‑award follow‑through including for final bonds and agreement execution.
- Support accounts payable & receivable related tasks: vendor invoice processing, month‑end closing assistance, cost coding, use of applications to monitor job purchase orders and committed costs.
- Liaise and coordinate with internal stakeholders — estimating, sales, project management, operations — to ensure transparency: sharing updates on bid results, project cost performance, status of contracts, and any addenda or changes.
- Participate in continuous improvement initiatives: identify opportunities to streamline workflows, reduce duplication or missed steps, improve document management, enhance response times and overall efficiency.
What you bring
excel
experience
communication
organizational
erp
sharepoint
- Proficient with Microsoft Office (especially Excel); willing and able to use / learn systems like SharePoint, Microsoft Teams, and ERP tools.
- 2‑5 years of relevant experience in administrative / operations roles, preferably in the construction industry.
- Excellent verbal and written communication: professional, clear, and responsive.
- Strong organizational skills and ability to manage numerous tasks and priorities concurrently.
- Ability to build and maintain strong working relationships with internal departments, external partners, and relevant agencies / stakeholders.
- Ability to work independently and collaboratively as part of a team.
- Experience (or interest) in tender / bidding processes and contract / subcontract administration.
- High attention to detail and reliable follow‑through.
- Good analytical skills: comfortable processing documents, managing task prioritization, and understanding costing / financial aspects.
- We Celebrate our Achievements: holiday parties, BBQs, fishing derby, sporting event tickets, golf days, and so much more!
- Company paid benefits
- Referral bonuses
- Skill building, training opportunities, career support
- Highly competitive hourly wage
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Interview process
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Visa SponsorshipInformation not given or found
Security clearance- the company may conduct background checks to ensure documentation and compliance.
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- Bring your expertise in software development
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