Administrative Business Partner at Michael Stevens Consulting

Role Summary

• This Administrator role will be responsible for supporting all aspects of WPQ’s operational activities including business development and bids/proposal efforts. This will necessarily include offering support on the compliance and administrative elements of these activities.
• This role will work directly with the Corporate Services unit and other colleagues to support the strategic growth of the business operationally, financially, and regulatorily.

Company Vision and Strategic Plan:

• Must be aware of and actively support the Company’s vision and strategic plan including short- and long-term goals.
• Ensure compliance with the Quality, Health, Safety, and Environment (QHSE) management system across all WEL office management.

Responsibilities
Bid and Tender:

• Supporting various EOIs and Tenders, ensuring they are properly administrated, compliant with the client’s requirements and within WPQ’s own systems and processes, providing high-quality, consistent support.
• Provide administration support on expressions of interests and tenders for a variety of different projects.
• Support bid process activities and ensure close collaboration with different departments/teams as appropriate (i.e. Legal, HR, Operations, and Finance) ensuring they are kept up to date at each stage of bid development.
• Support the Head Corporate Services and AGM Operations in ensuring that tenders are compliant with client requirements and are in line with those guidelines / policies set out by the project teams.
• Provide support in reviewing scope of work, contractor pre-qualification, and completion of tender documents.
• Assists in the preparation and presentation of cost and schedule forecasts and any other special project performance / status reviews as required.
• Assists in the preparation of proposals and client presentations.
• Represents the Company at pre-tender meetings for tender clarification.
• Assists in developing tenders and bids for future work for the Company and to ensure all tender and contract development activities are in accordance with company procedures and technical work instructions.
• Maintains contractual records and documentation such as receipt and control of all contract correspondence, customer contact information sheets, contractual changes, status reports and other documents for all projects.
• Provides guidance on tenders and contract matters to the Organization. Assists in developing and implementing procedures for contract management and administration in compliance with company policy.
• Ensures that signed contracts are communicated to all relevant parties to provide contract visibility and awareness, interpretation to support implementation.
• Supports business development activities of the Company regarding tenders and submissions.
• Liaises with internal and external stakeholders as required.
• Performs any other related duties and responsibilities consistent with the job title/position.

Operations:

• Support day-to-day operations tasks, such as scheduling, logistics, and staff management.
• Support team members to ensure that projects are completed on time and within budget.
• Support operational processes and workflows to ensure that resources are used efficiently.
• Identify and address operational problems and inefficiencies, report these to the management team and suggest solutions.
• Coordinate with vendors and suppliers to get quotes, negotiate pricing and maintain good relationships with external stakeholders.
• Assist with management inventory levels and ensure that any shortages are addressed in a timely manner to avoid any disruption in workflows.
• Create and maintain records for all operational activities and ensure that all documents are filed properly.
• Assist in the preparation of budgets, forecasts, and reports related to operational activities.
• Participate in the development of company policies, procedures, goals, and objectives that support the company's mission and vision.
• Works with Accounts department to identify risks and implement mitigation measures