Engineering Tender Assistant

3 weeks ago

London, United Kingdom Subsea 7 Full time

**Organisation**

**Position**

Engineering Tender Assistant

**Vacancy ref**

82235

**Based in**

London - Sutton

**Business area**

Subsea & Conventional

**Working hours**

37.5 hours per week

**Contract type**

Staff

**Closing date**

18/09/2023

Vacancy information

Subsea7 are looking for a brilliant Engineering Tender Assistant to join the Engineering Department on a full time 12 month fixed term contract.

The GPC 7& AP Engineering Tender Assistant assists Tender Technical Lead in controlling tender technical documentation and supporting technical teams working on Tenders in providing good quality technical deliverables by utilising the existing process, guideline, and tutorials to all tenders.

What will you be doing?
- Organise meetings with the technical lead to discuss documentation requirements, set up Tender Document Register (TDR), and put the process in place.
- Maintain interface with GPC & AP and Regions engineers to ensure process is understood and followed.
- Give relevant Tender Team access to Engineering Support to Tender SharePoint (ETS).
- Ensure relevant tender technical team is competent using the ETS.
- Set up Documents Review Matrix, and, when agreed, set up Alerts in ETS.
- Ensure all required metadata are entered in TDR and ETS to enable successful use of the process and document tracking.
- Liaise regularly with Tender Technical Lead and Tender Technical Manager as necessary to discuss any delays and subsequent reforecasting of deliverables.
- Process client deliverables in accordance with tender procedures, and/or tender or SIA requirements if these take precedence over Subsea 7 processes.
- Set up a consistent format and checklist for client deliverables to ensure all Engineering Tender Controllers can work between tenders in a standard format.
- Assist Engineers as required with document formatting and ensure template metadata is working correctly; reporting any errors to Tender Technical Lead and Tender Technical Manager.
- Ensure client deliverables are issued in a controlled manner, well formatted, stored, signed, and within agreed timescale.
- Prepare the structure and necessary technical documents templates at the beginning of the tender. Client deliverables templates to be approved by the tender core team.
- Generate weekly TDR progress report to Technical Lead, Commercial Lead, SCM Lead and copy to Tender Technical Tender
- Assist technical lead in preparing ITT index and review matrix for technical team when the tender document controller is not available.
- Liaise with technical lead and engineers at tender close-out, i.e perform housekeeping in working area and technical deliverables libraries.
- Archive Engineering Support to Tender Sharepoint as required
- Aware of the overall tendering process and follow up when the process is not understood/ followed. Highlight to technical lead or Tender Technical Manager as required.
- Create and maintain the ETS SharePoint sites, permission group, and process.
- Create and maintain Team channels, and permissions.
- Take initiative to propose and develop the current process to take benefits from the latest IT technology to be efficient.
- Discuss with Tender Technical Manager about any difficulties, problems, and possible solutions.
- Maintain and develop different types of tools to improve the process.
- Together with the Tender Technical Manager, continuously improve the existing process and overall template for the Engineering Tender Sharepoint.
- Create and manager weekly PowerBi reports.

AUTHORITY / DIMENSIONS
- Operates within the code of business conduct.
- Operates according to Subsea 7’s Management Principles.
- Support standards and procedures for the engineering function.
- Act as a mentor as required.

KEY RELATIONSHIPS / STAKEHOLDERS
- Technical and Commercial Tender Team.
- Tender Assistant for the access to the Tender SharePoint/Subsea Integration Alliance SharePoint

What experience would we like you to have?
- Demonstrates excellent IT skills.
- Good knowledge of Microsoft 365 products and in particular in-depth knowledge of Sharepoint 365 and Teams.
- Relevant experience of document control in an engineering context.
- Communicates effectively at all levels.
- Good organisational skills, organised, and rigorous.
- Demonstrates positive attitude and flexibility in work approach.
- Works well independently with mínimal supervision and accepts accountability for successful delivery of document control targets.
- Works effectively as part of a team.
- Fluent in English, written and spoken.
- Create a positive HSEQ culture within Subsea 7 and ensure familiarity with and adherence to local HSEQ codes and practices.

What do we offer?
- **Career development** - with access to a range of learning and development opportunities, as well as being part of a culture that encourages growth and development
- **Flexible working** - lots of our people work flexibly in different ways. Whether it’s hybrid, part-time

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