Sales Co-ordinator

You will manage the complete tender administration lifecycle, from establishing enquiry files and organising documentation. You will also co-ordinate with clients on deadlines, supporting our estimating teams, and maintaining filing systems across departments.

• Book in all incoming enquiries and establish comprehensive enquiry folders on the sales server, maintaining filing structures.
• Download, organize, and file all tender enquiry documentation for estimating team.
• Maintain accurate records of enquiry status, key dates, and project progression throughout the tender lifecycle utilising the company CRM tool.
• File all tender enquiry documentation and submitted proposals.
• Review tender documents including architectural and engineering drawings, design standards, technical specifications, and client requirements to ensure completeness. (training provided if necessary)
• Support the preparation and delivery of tender requirements, ensuring all necessary documentation and information is compiled correctly with estimating engineers.
• Maintain awareness of industry standards and client-specific requirements relevant to fire protection systems.
• Liaise with clients to request and confirm key dates, milestones, and submission deadlines to inform the estimating workload schedule including extension requests and bid/no bid confirmation.
• Assist in managing tender deadlines and alerting relevant team members of upcoming submissions.
• Provide day-to-day administrative support to the Sales and Estimating.
• Assist with the preparation of reports, presentations, and departmental communications.
• Maintain departmental filing systems ensuring compliance with company QA.
• Support continuous improvement initiatives within the department by identifying opportunities to streamline processes.
• Coordinate with other departments (Design, Project Management, Commercial) to facilitate information flow and project handovers.

• Proven administrative experience within a construction, engineering, or fire protection environment (essential).
• Ability to read and interpret technical drawings and specifications (training provided if necessary) (highly desirable)
• Familiarity with fire protection systems, terminology, and industry standards (highly desirable).
• Previous experience in estimating or tendering environments (highly desirable) .
• Experience with CRM or project management software preferred such as Gold vision, Salesforce etc (highly desirable) .
• Excellent written and verbal communication skills along with a professional telephone manner and client-facing communication skills. (essential)
• Discretion when handling commercially sensitive information with exceptional attention to detail and accuracy. (essential)
• Time management abilities with capacity to prioritise multiple competing demands (essential)
• Systematic approach to filing, documentation, and data management (essential)
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with SharePoint, or similar document management systems (highly desirable)
• Collaborative team player with proactive problem-solving mindset (essential).
• The position requires regular coordination with internal stakeholders and external clients, with occasional deadline-driven periods requiring flexibility.

• Competitive salary depending on relevant experience
• 25 days holiday plus bank holidays and option to buy 5 days
• Contributory company pension scheme
• Life Assurance
• Health care plan
• Hours:
  
  36.5 hours per week (Monday to Thursday 8.45 – 16.40, Friday 8.45 – 16:00)

At Hall & Kay, we deliver complex fire protection and security solutions to protect what matters most to our clients. As technical experts…