The Company

Henderson Group is a family-owned construction company based in Port Hope, Ontario, established in 2007. With a focus on safety and quality, we are known as one of the fastest and most reliable construction companies in Northumberland County. Our commitment to quality work, leading construction technology, and highly skilled employees has enabled us to successfully complete projects throughout Port Hope, Cobourg, Northumberland County, and from the GTA to Kingston.

Position Overview

Henderson Group is seeking a motivated, detail-oriented, and highly organized Procurement Administrator to join our team. This position will focus on identifying new construction opportunities, researching upcoming projects, monitoring public and private tender opportunities, and supporting the company's continued growth through proactive project sourcing and bid coordination.

The successful candidate will be responsible for actively seeking out new business opportunities within the civil and construction sectors, reviewing available tender postings, and gathering the necessary project information to develop organized job opportunity profiles for review by our Estimators, Project Managers, and Management team.

This role will play an important part in building and maintaining a pipeline of potential construction projects, ensuring Henderson Group is aware of upcoming bidding opportunities and has the information required to make informed decisions on which projects to pursue.

The ideal candidate is resourceful, proactive, and comfortable researching construction opportunities through online bidding platforms, municipal and government procurement websites, and industry resources. Strong organizational skills, attention to detail, and the ability to interpret construction-related information are essential. Previous experience in construction administration, tender coordination, procurement, or project support would be considered an asset.

Key Responsibilities

Tender Opportunities & Bid Planning

- Monitor public and private tender platforms, including MERX, Bids & Tenders, Biddingo, and municipal and government procurement portals.

- Research upcoming civil infrastructure, underground utilities, water and sewer, road construction, excavation, earthworks, site servicing, and general construction opportunities.

- Review RFPs, RFQs, RFTs, drawings, and specifications; prepare job opportunity profiles summarizing scope, location, qualifications, mandatory meetings, bonding, deadlines, and submission requirements.

- Identify opportunities aligned with company capabilities and priorities; flag unusual contract terms and commercial risks for management review.

- Coordinate management bid/no-bid decisions and maintain a tender register of opportunities, assigned leads, milestones, submission status, and results.





Tender Documentation & Estimating Coordination

- Collect, organize, and maintain current drawings, specifications, addenda, bid forms, supplier quotations, and other tender documents using explicit naming and version-control practices.

- Distribute tender updates to Estimators, Project Managers, suppliers, and subcontractors and coordinate assignments based on management direction.

- Track site visits, tender questions, quote deadlines, estimate reviews, approvals, and closing dates; follow up and escalate missing information promptly.

- Coordinate clarification questions through the appropriate tender channels and circulate responses.

Bonding, Compliance & Bid Submissions

- Assist with bid bonds, consent of surety, agreements to bond, insurance information, WSIB clearances, safety qualifications, references, and prequalification documents.

- Prepare tender compliance checklists covering forms, addenda acknowledgements, pricing schedules, signatures, and required approvals.

- Coordinate independent final reviews and submit approved bids by closing deadlines; retain submission confirmations and complete bid records.

- Track bid results, awarded contracts, and available debriefing information to support future bidding strategies.

Subcontractor & Supplier Coordination

- Maintain subcontractor and supplier contact and qualification records, including insurance, WSIB, safety documentation, and expiry dates.

- Prepare scope packages and solicit competitive quotations in coordination with Estimators and Project Managers.

- Help compare quotations for exclusions, overlaps, allowances, schedule impacts, qualifications, pricing, and availability.

- Support preparation of subcontract agreements and award documentation for management approval; do not make unauthorized commitments.

Materials, Equipment & Purchasing Support

- Coordinate material requirements, equipment rentals, deliveries, and lead times with Project Managers and site supervisors.

- Compare supplier pricing, availability, service, quality, and delivered costs; assist with negotiations under management direction.

- Prepare purchase orders with accurate quantities, specifications, pricing, job codes, delivery information, and terms for required approval.

- Track orders, backorders, shortages, deliveries, returns, credits, and warranty matters, escalating schedule or cost risks.

Budget Tracking, Project Handover & Reporting





- Maintain accurate purchasing and subcontract commitment records and flag potential budget overruns or discrepancies for management review.

- Coordinate with Accounting and project teams to resolve invoice, receipt, quantity, and pricing differences.

- Organize handover files for awarded projects, including estimates, assumptions, exclusions, quotations, and contract requirements.

- Prepare regular reports on tender activity, procurement status, key deadlines, delivery risks, and opportunities for process improvement.

Qualifications & Experience

- Experience in construction administration, tender coordination, procurement, estimating support, subcontract administration, or project coordination is preferred.

- Knowledge of civil construction, underground infrastructure, roadwork, excavation, and site servicing is an asset.

- Familiarity with public and private tendering processes and platforms such as MERX, Bids & Tenders, and Biddingo.

- Ability to review construction drawings, scopes, specifications, tender instructions, and submission requirements.

- Working knowledge of bid bonding, insurance, WSIB documentation, purchase orders, and subcontract agreements is an asset.

- Strong skills in Excel, Word, Outlook, PDF documents, and electronic document management; construction software experience is an asset.

- Excellent research, organization, communication, time management, and follow-through; able to manage competing deadlines and maintain confidentiality.

- Education in construction management, procurement, supply chain, business, or a related field is an asset; equivalent practical experience will be considered.

Accountability & Professional Standards

The successful candidate must follow company purchasing limits, approval procedures, confidentiality requirements, tender instructions, and applicable procurement rules; maintain accurate records; disclose conflicts of interest; and escalate technical, contractual, or commercial risks to the appropriate management team.

Benefits

- Competitive compensation
- Company events
- Employee discounts and perk plans
- Employee Assistance Program
- Company pension plan
- Dental care
- Disability insurance
- Extended health care
- Vision care

We sincerely thank all applicants for their interest in joining Henderson Group. Due to the volume of applications received, only candidates who meet the requirements of the position will be contacted for next steps.

Please email your application to [email protected].

Pay: $23.00-$28.00 per hour

Expected hours: No more than 44.0 per week

Benefits:

- Casual dress
- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Flexible schedule
- Life insurance
- Mileage reimbursement
- On-site parking
- Vision care

Work Location: In person

📌 Procurement Administrator (Port Hope)
🏢 Henderson Construction
📍 Port Hope