Estimating / Contract Administrator - Role Outline

Position Title:

Estimating / Contract Administrator

Reports To:

Finance Manager and Preconstruction Manager

Location:

[Insert Location]

Role Purpose:

To provide administrative and coordination support across both the Finance and Preconstruction functions, ensuring efficient management of subcontract orders, payment certificates, compliance checks, and estimating processes. This role bridges operational and preconstruction teams to streamline document control, reduce administrative burdens, and improve accuracy and consistency across tender and subcontract processes.

Key Responsibilities

Subcontract Administration

• Prepare and issue subcontract orders as directed by project or commercial teams.
• Manage the full subcontract order lifecycle, including printing, obtaining signatures, scanning, and filing (digital and/or physical).
• Maintain accurate records of all signed orders and related documentation.
• Work closely with the Finance Manager to ensure all subcontract information is aligned with payment schedules and budgets.
• Process, issue, and file payment certificates, ensuring timely communication with subcontractors and finance teams.
• Support the maintenance of contract documentation and assist in tracking key dates or variations.

Compliance Management

• Oversee and manage DBS checks and prison clearances for company staff and subcontractors.
• Liaise with clients and relevant authorities to ensure compliance with site-specific clearance requirements.
• Undertake training provided by the client and subsequently manage this process independently.
• Maintain an up-to-date register of clearances, renewals, and expiry dates.

Preconstruction and Estimating Support

• Collaborate with the Preconstruction Department to design and implement efficient administrative workflows.
• Support the issuing of tender enquiries and track responses to ensure quotations are received by required deadlines.
• Assist in compiling tender submissions, including formatting, printing, and document collation.
• Develop and maintain a document control system to log incoming tenders, register and acknowledge addendums, and record bid outcomes.
• Maintain and update the estimating programme and supply chain database.
• Record key conversations and follow-up actions with clients and supply chain partners, supporting the senior estimating team in business development and tender follow-up activity.
• Respond to and field all estimating telephone calls.

Data and Systems Management

• Develop and maintain digital filing systems for all estimating and subcontract-related documents.
• Support database upkeep for suppliers, subcontractors, and tender information.
• Provide reporting support where required (e.g., bid tracking, tender returns, compliance status).

Skills and Attributes

• Strong organisational and document management skills.
• Attention to detail and accuracy in handling contracts and financial information.
• Excellent communication and coordination abilities.
• Proficient in Microsoft Office (Excel, Word, Outlook) and document management systems.
• Ability to work collaboratively with multiple departments.
• Discretion and professionalism in handling confidential information.

Experience and Qualifications

• Experience in a construction or contracting environment (desirable).
• Administrative or contract administration background.
• Understanding of tender and procurement processes (desirable).
• Willingness to undertake training related to security clearances and compliance.