A Quotation Preparation

• Prepare accurate, detailed quotations for AMC, ad-hoc/reactive jobs, In-Unit Works, MEP contracting, and Fit-Out works based on scope, drawings, material requirements, and inspection reports

• Visit sites (independently or with the Projects Engineer, Area Manager, or FM Supervisor) to verify scope, take measurements, and assess conditions before pricing, including potential-client site visits for business development

• Translate scope, drawings, BOQs, and inspection reports into priced offers within agreed turnaround times, applying UVC's pricing strategy and margin policy

• Issue revised quotations promptly in response to scope changes, client feedback, or value-engineering adjustments

B. Tender & Online Portal Management

• Check government and private tender/enquiry portals daily and download relevant tender documents in full

• Register, maintain, and renew UVC's profiles and pre-qualification documents on relevant portals

• Review tender documents (technical specs, BOQs, conditions, exclusions) and flag key requirements (bonds, insurance, performance security, advance payment guarantee, retention) early to the Operations Manager

• Submit quotations before expiry via the agreed channel and retain confirmation of receipt on file

• Attend pre-bid and clarification meetings, capturing all clarifications in writing

C. Cost Build-Up & Pricing

• Build costs from first principles — material, labour, plant/tools/equipment, transport, supervision, overheads, contingency, and margin — using the rate library and current supplier pricing

• Maintain and regularly update a master rate library (materials, labour productivity, sub-contractor rates)

• Perform value engineering and propose technical alternatives that improve competitiveness without compromising compliance

D. Coordination & Handover

• Coordinate with the Projects Engineer and FM Coordinator on Mobile Team works (In-Unit, Fit-Out, MEP), and with FM Area Managers/Supervisors on FM AMC and ad-hoc scope

• Coordinate with the Procurement Specialist for current material pricing, supplier lead times, and alternate-source pricing

• Coordinate with the Operations Manager on pricing strategy, mark-up approvals, and final review of quotations above policy thresholds

• Hand over awarded jobs with a complete pack: signed quotation, scope, BOQ, agreed deviations, payment terms, and project contacts

E. Documentation, Records & Reporting

• Maintain UVC's estimation registers (Enquiries, Ad-hoc, Threshold, Monthly Report Logbook, Documents Tracker) with full enquiry-to-outcome tracking

• Maintain a complete file per quotation: enquiry, scope/drawings, BOQ build-up, supplier quotes, comparison sheet, submitted quotation, correspondence, and award/loss confirmation

• Generate periodic reports: weekly enquiry/tender status, monthly pipeline, win-loss analysis, conversion rate by client/category

• Enforce document control and digital filing per UVC's ISO 9001 requirements

F. Compliance, Governance & Continuous Improvement

• Ensure quotations are issued only after required internal approvals per the authority matrix

• Track and report estimation KPIs (win rate, turnaround time, accuracy)

• Maintain transparency, ethical practice, and full confidentiality of client/supplier pricing information

Desired Candidate Profile

• Strong cost estimation / quantity surveying background, ideally in MEP, fit-out, or facilities maintenance contracting

• Proficiency in Excel and estimation/BOQ tools; comfort building and maintaining a rate library

• Experience with tender/portal management and understanding of tender documentation (bonds, guarantees, retention)

• Strong communication skills for client, consultant, and cross-functional coordination

• High attention to detail and document control discipline; ISO 9001 records awareness a plus

• Ability to manage multiple concurrent quotations under deadline pressure