Careers

Where do I start, a day in the life of a bid coordinator especially at this moment in time for Glencar – a successful fast paced growing company – it is full of adrenaline rushes, gratitude and a sense of satisfaction!

I moved to Glencar in April 2020 so I am fast approaching my 1 year anniversary however, it genuinely feels like I’ve been here for only a short period of time, they say time flies when you’re having fun. From the first month of joining Glencar the following months workload have increased drastically which has enabled me to take on Morgan Patterson as a Trainee Bid Coordinator, part time, for an initial 6 month period with the hope of full time employment at the end of this time.

Now a day in the life for myself is very hard to define as no two days are ever the same, however the outcome is consistent in regards to a sense of relief for submitting on time and the feeling of accomplishment for making the team’s vision come to life with a full robust submission document completed to a high level of quality.

Each day varies depending on what is required to be completed. I will receive an email notification which will detail what is requested from Glencar to be submitted. From this moment Morgan and I are responsible for taking the EOI/PQQ/Tender from email request to submission and interview stages if required.

The process very briefly includes, but definitely is not limited to; organising the chosen team’s diaries, creating and completing aesthetically pleasing InDesign templates and producing quality presentations for client appearances. Each individual process includes an extensive amount of input and consideration from Glencar as a team to become a successful offer and we take great pride in fulfilling the client requests.

I must say one of the best things about being a bid coordinator is seeing a project through from conception to completion, the satisfaction from submitting a bid electronically to being awarded the project and physically watching it come to life through construction on site is incomparable to me.

A day in the life of a quantity surveyor is typically regimented, although it is also very common for curveballs to be thrown our way.

The day typically starts with general administrative duties, this entails catching up with any emails or notifications from the day prior. It is well known that some of the most important correspondence gets forwarded outside of normal business hours. There are also paperwork duties that are key requirements in our role, such as the engrossment of subcontract warranties, collation of subcontract orders and any material/plant purchasing.

Once the actions resulting from the above have been taken care of, this is now a great time to have a walk around site. The purpose of this is to review the overall progression of the project, this will provide us with all the information required to put an accurate application for payment into the client’s quantity surveyor.

With this information we can also verify the subcontractor’s applications and certify their works accordingly, knowing that they are being paid fairly for the level of work completed. Loaded up with all the information gained from our walk around site, we can now to work on the next item on our agenda – payments!

It is imperative that our supply chain is paid on time, or early if possible. To ensure that we fulfil our duties, we must constantly be reviewing invoices and liaising with our accounts department, checking that all necessary paperwork has been completed to allow the transactions to sail through.

As with anything in life, construction projects are subject to multiple changes… That is why a small part of the day is invested in checking the drawings and scope for any change, liaising with the design team at all points in an effort to get best value for money.

Once a change has taken place, we will need to review whether this is a client directed change or design development. Both options will result in the completion and issuing of order amendments/instructions to the contractors covering those elements of work. The only difference being a client variation order will be submitted for approval, if it is client driven. With our roles being typically deadline driven, our days are usually rounded off with a calendar and workflow check. This will give insight into tomorrow’s tasks and help prioritise and programme the weeks ahead. The sequencing of tasks is forever changing dependent upon what each day brings, keeping some form of live document to track work commitments is essential.

My day typically starts with a cup of tea and a quick check of my emails before heading to site. My first task is usually a check in with the assistant QS to make sure yesterday’s tasks were completed and that they are clear on the plan for the day. Then I’ll have a proper read of my emails and add anything that needs actioning to my notebook.

As a project QS, I work closely with the site team and each morning I’ll also have a check in with the site manager and a walk around site to check on progress against programme and whether there’s anything I need to be aware of.

I am responsible for the financial aspects of the project during the construction phase, so at the end of each month I submit a valuation to the client. I provide images, measures and marked up drawings to show what work has been completed and typically have a chat with the client to run through any queries and get agreement. I can then raise an invoice to match their payment notice, and send to their accounts team for processing.

My role also includes assessing subcontractors’ applications that have come in for the previous month. Typically, this involves checking the application by taking a walk around site and noting evidence of works using photos and marked up drawings. Any discrepancies can then be discussed with the subcontractor so that we can get an agreement and make sure payments are issued in a timely manner.

As subcontractors complete various aspects of the project, I assess the works claimed and agree their final account. Once agreed I then get my assistant QS to issue the final account certificates for signing. Then their final payment can be processed.

At lunchtime I’ll take a walk to the shop to get some fresh air and some lunch, before another check of my emails to see if anything urgent has popped up.

In the afternoon I’ll generally take another walk around site to speak to the subcontractors about what they’re doing currently and for the rest of the week. I’ll also chase up any outstanding items, for example if I’m waiting for a price build up for extra works or a signed order or warranty.

The afternoon will typically also involve a check in of some sort with the client, whether I’m chasing outstanding instructions or just keeping them updated.

I’ll have a final catch up with the site team before the end of the day to make sure they are on top of any issues and check whether anything has cropped up. Then I can hang up my high vis and head home!