Pursuit Administrator

About this Opportunity

Recognized as one of Canadas Best Managed Companies M. Sullivan & Son Limited (Sullivan) provides a dynamic work environment with many opportunities for a fulfilling career. We are a family owned and professionally operated General Contractor (and proud of it!) with a strong commitment to our communities and over 110 years of success. If you are looking for a challenging and stimulating career Sullivan may be right for you. We believe in and support opportunities for growth & development teamwork and engagement.

Thrive at Work Flourish in Life Where Balance Builds Success!

Your New Role

The Pursuit Administrator under the direction of the Vice-President of Pursuit is responsible for the administrative procedures within the Pursuit Department as well as assisting other departments where necessary. This position may act as first point of contact within the Pursuit Department for any outside inquiries regarding tendering and proposals.

This is a full-time permanent position based in our Arnprior ON office.

Specific Duties and Responsibilities

While the Pursuit Administrator is responsible for a multitude of duties the main functions include:

General Administration

• 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).
• Ordercatering for Pursuit tender closing days.
• Any and all other duties assigned by the Vice-President Pursuit.
  
  

In relation to Estimating

• Update and maintain approved supplier/subtrade database in coordination with Quality Department.
• Administrator of the companys 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.
  
  

In relation to Business Development

• 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.

Health Safety and Environmental:

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

Quality:

• 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.

Preferred Experience and qualifications

• 35 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).

Desirable personal attributes

• 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.

What We Offer

• 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 Canadas Best Managed Companies.

Sullivan celebrates diversity and is proud to be an equal opportunity employer. We are committed to an inclusive environment for all employees and applicants and will make all employment-related decisions without regard to race color religion sex national origin sexual orientation gender identity age disability or veteran status.

Sullivan combines numerous pay and benefit strategies to provide a comprehensive and competitive total rewards package. Any salary range displayed by a job board is an estimate. The salary for this role will be in the range of $52708-$64067/annum. Placement within the range will be based on the candidates unique qualifications experience skills and internal equity considerations. This may include a Short-Term Incentive bonus comprehensive benefits and wellness programs retirement plan plus matching and career development.

The recruitment process does not involve the use of artificial intelligence (AI) to screen assess or select applicants. All hiring decisions are made by qualified human reviewers.

Should you require accommodation during the application process please contact us at with the position you are interested in.

Only candidates selected for an interview will be contacted.

Required Experience:

Manager