Remote Contract Administrator (CA) Estimator

Job Overview:
The Remote Contract Administrator (CA) Estimator is responsible for preparing accurate cost estimates for Melbourne Council material tenders while ensuring full compliance with regulatory standards. This role involves reviewing tender packages, managing bid submissions, and coordinating with stakeholders remotely. The CA Estimator must have strong analytical skills, be proficient in estimation software, and maintain detailed project tracking and reporting documentation.

Key Responsibilities:

1. Tender Package Review & Distribution
   • Receive tender packages from the Operations Manager.
   • Ensure all tenders meet Melbourne Council Material Tender compliance requirements.
     
2. Review & Estimation Compilation
   • Analyze construction drawings and specifications (Architectural, Structural, MEP, Civil).
   • Interpret dimensions, scales, symbols, and material specifications as per Melbourne Council guidelines.
   • Identify material quality, project scope, and discrepancies requiring clarification.
   • Coordinate with the design team for RFIs and technical queries.
     
3. Estimating Process & Breakdown
   • Scope Analysis: Review project specifications and council requirements.
   • Quantity Take-Offs (QTO):
     • Utilize estimation software (PlanSwift, Bluebeam).
     • Maintain Excel-based estimation templates for cost breakdowns.
     • Refer to cost databases (Rawlinsons, Melbourne Council-approved materials).
   • Pricing & Costing:
     • Obtain supplier/subcontractor quotes with council-compliant materials.
     • Benchmark costs against Melbourne Council-approved rates.
   • Final Review & Submission:
     • Cross-check calculations for compliance.
     • Submit for managerial approval before bid submission.
       
4. Tender Submission & Bid Management
   • Identify tender opportunities from Melbourne Council project listings and client invitations.
   • Prepare Bill of Quantities (BOQs) and necessary documentation.
   • Ensure accurate and timely bid submissions in compliance with council standards.
   • Manage post-tender negotiations, addressing council clarifications and revising estimates if needed.
     
5. Query Management & Revisions
   • Address any client or council queries, making necessary amendments to estimates.
   • Report and coordinate all tender-related updates with the Operations Manager.
     
6. Reporting & Record Keeping
   • Regular Reporting: Provide estimation progress updates and documentation of cost changes or council clarifications.
   • Structured Record Keeping: Maintain organized digital records for:
     • Tender Documents: Working drawings, structural plans, and town planning approvals.
     • Quotations: Pricing from subcontractors and suppliers.
     • Takeoff Markups: Architectural and structural estimations.
     • Contract Administration (CA) Sheets: Preliminaries, client amendments, internal approvals.
     • Tender Submissions: Document each version of the tender and final approvals
     • Signed Contracts: Maintain countersigned agreements with clients and stakeholders.
       
7. Error Prevention & Best Practices
   
   • Common Errors to Avoid:
     • Misinterpretation of drawings and specifications leading to non-compliance.
     • Underestimating labor costs and council approval fees.
     • Inaccurate material quantity calculations.
     • Omitting contingencies for council inspections and revisions.
       
   • Best Practices:
     • Double-check all take-offs and calculations.
     • Maintain updated cost databases for Melbourne Council materials.
     • Keep detailed records of past tenders and council feedback for benchmarking.
     • Collaborate with the project team to ensure accurate and compliant estimations.

Qualifications & Skills
Required:

• Bachelor’s degree in Civil Engineering, Construction Management, or related field.
• 2+ years of experience in estimation and tendering (preferably in Australian construction projects).
• Proficiency in estimation software (PlanSwift, Bluebeam, Excel-based estimation templates).
• Strong understanding of construction drawings, specifications, and BOQ preparation.
• Familiarity with Melbourne Council regulations and cost databases.
• Excellent attention to detail, analytical skills, and time management.
• Ability to work remotely and coordinate with teams virtually.

Preferred:

• Experience in working on government tenders and council projects.
• Knowledge of Australian construction materials and labor costs.
• Previous remote work experience in estimation or contract administration.