The tasks of Quantity Surveyor (QS) will vary significantly according to the client and the nature of the construction project. Typically, the role of QS is defined as an estimator of overall Project Control function, which results in the QS function overlapping with estimators, cost engineers and contract management (Procurement). The below is a list of, but not limited to, roles and responsibilities of a QS.
▪ Work closely with the client and other construction professionals, such as site managers, project managers and site engineers. Develop reports with detailed back up to convey project cost status, risks and any commercial issues.
▪ Provide a weekly and monthly summary of activities completed and forecasted, a summary of major findings or activities (if any), and risks to schedule.
▪ Provide cost estimates throughout the entire project cycle, applying appropriate detail levels and Work Breakdown Structures (WBS). In some cases, measuring and valuing the work done on site may be necessary.
▪ Work closely with commercial managers on the preparation of tender documents, contracts, budgets, bills of quantities and other documentation, followed by the analysis and agreement on the contract sum. It would also mean that the estimator would require negotiating cost to ensure the prices are fair and reasonable in accordance with the market rate and in alignment with the project budget.
▪ Working closely with cost engineers to identify opportunities for cost reduction.
▪ During the execution phase, lead or assist commercial managers on assessing the additional costs of design changes and construction work including variations.
▪ Work closely with commercial managers and cost engineers to measure, and pinpoint project risk.
▪ Cost engineer to price/ forecast the cost of a project through the entire project life cycle, from inception to post-completion. This includes forecast of capital and expense budget, along with asset capitalization.
▪ Cashflow project is often necessary to set the annual plan and track on a monthly and quarterly basis to communicate the variations between plan versus actual. Cost Engineers need to work closely with project schedulers, commercial managers, and the finance team.
▪ Monitor or analyze invoices to ensure the amount is in accordance with contract terms and conditions. This will require closely working with Project Managers, Construction Managers and Commercial Managers.
▪ During the execution phase, work closely with the project control department on assessing the additional costs of design changes and construction work including variations.
▪ Advise the project team on the current forecast against budget to understand the risks and opportunities of the project.
▪ Preparation of the final account to close all the activities and accounts in accordance with contractual obligations.
Commercial Management and Contract Administration
▪ Commercial Management throughout the entire life cycle of the project from award to post-completion. During the programming phase, advise and assist during the formulation of the pre-programming phase to formulate tendering procedures. Lead in sourcing of suppliers to drive for competitive bidding, based upon knowledge of local market. Collaborate with a client to develop an implementation plan, including the timing, resources, and program management necessary to achieve the identified savings per assigned work/ project.
▪ Produce or assist on Pre-Qualification Questionnaire (PQQ) documentation in line with client’s policies. Prepare tender documents, contract conditions and contractual correspondence, pricing documents (e.g., Bills of Quantities) in tender and other documentation with the estimator/ QS. Including sourcing or agreeing to the services of contractors and/or subcontractors who work on the construction of the project. This also includes identifying long lead items/ materials and/or sourcing accordingly to mitigate any project schedule impact.
▪ In conjunction with the estimator negotiating cost, a commercial manager would require negotiating on contract terms and conditions accordance to the nature of project. Finally, make recommendation, analysis and comparison of all packages and final recommendation, including "best and final" process.
▪ During the execution phase, assist in dispute resolution and engage on commercial issues before they become claims. Commercial managers or administers may function as general administrative duty, i.e., purchase order (PO), invoicing, change orders, etc.
Soft Skill Expectations
1. Self-motivated – Do not wait on someone to tell you what to do.
2. Positive attitude – Focus on positive outcomes. Complaining is not pretty.
3. Forward-thinking – Think ahead and anticipate the future and plan accordingly.
4. Result oriented – Working hard, and doing your best is meaningless without results.
5. Motivated to learn – Willing to learn something new for self-development, and to become better.
6. Enabler – Seek solutions and add values to clients.
7. Attention to details – Look at a tree, woods then forest. Look at details and the big picture.
8. Clear, concise, and succinct communication – Communicate with purpose and intent. Avoid unnecessary comments that add no values.
9. Willing to help others – If peers are struggling, lend a hand and/or give advice. Encourage others during tough times.
10. Ownership – Take ownership of your duty. Do it right and deliver on-time. If work is delegated, follow up to ensure work is done as expected.
11. Admit mistakes and wrongdoings – If mistakes are made, admit and correct them. Move on. Do not shift blame on others.
12. Respect diversity – Respect each person as an individual regardless of their level of education, knowledge, origin, gender, sexual orientation, religion and nationality.
13. Smile – Have fun. There will be storms, but the sun will rise again.
Technical Skill Expectations
1. Be a seasoned Excel user.
▪ Understand the basic operations, such as spell check, auto-fill, absolute range, auto filter, sorting, data formatting, conditional formatting, paste specials, freeze pane, format paint, page layout for printing, correct circular reference, and copy-paste worksheets, etc.
▪ Demonstrate effective formula usage, such as VLOOKUP, SUMIF, SUMIFS, IF, ISNULL, IFERROR, ISNA, ISBLANK, ISNULL, SUBTOTAL, LEN, LEFT, RIGHT, MID, COUNT, COUNTIF, COUNTIFS, COUNTA, AVERAGE, MAX, MIN, ABS, ROUND, DATEVALUE, WEEKNUM, WEEKDAY, etc.
▪ Demonstrate how to make various graphs, such as S-curve graphs, pie charts, secondary data with different chart types, and various formatting.
▪ Demonstrate use of data validation to prevent from users entering data incorrectly.
▪ Demonstrate how to create, edit, and manage pivot tables.
▪ Demonstrate how to record and edit macros to automate repetitious tasks.
2. Be a good administrator.
▪ Effective usage of email rules in Outlook
▪ Effectively find old emails.
▪ Know how to reserve meeting rooms.
▪ Use team distribution list/email address.
▪ Manage meeting schedule/calendar conflicts.
▪ Use proper email etiquette.
▪ Run spell check before pressing “Send”.
▪ Check for receiving participant names and attachment(s) before pressing “Send”.
▪ Use Microsoft Teams/Skype for Business to prevent unnecessary emails.
3. Be an effective communicator and planner.
▪ Plan ahead.
▪ Check information as quickly as possible rather than in the last minute.
▪ Assess workload before making a commitment. Only promise what is possible.
▪ Assess and clarify priority with clients and peers.
▪ When a question is raised, provide an answer that addresses the question.
▪ When an email is received by a client or peer, reply with your acknowledgement.
▪ If a deliverable is going to be late, be sure to inform well in advance.
▪ Understand cultural differences to communicate appropriately.
▪ Do not be “politically correct”. Provide straight and honest answer.
▪ Take notes.
Please see summary
4 year University/ College degree required. Degree in engineering is desired but not required.
- 3 month probation required. Possibility to work in other locations in Japan (Hokkaido, Okinawa, etc.).
- Bilingual (English - Business Level, Japanese - Business Level) preferred.
- Japanese only OK. English only NO.
09:00 - 18:00, flex time
Monthly salary, no bonus, yearly raise following performance evaluation
Weekends, national holidays, annual leave
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