At a Glance
- Tasks: Manage tender administration, coordinate with clients, and support estimating teams.
- Company: Join Hall & Kay, a leader in fire protection solutions with a strong team culture.
- Benefits: Competitive salary, 25 days holiday, pension scheme, and health care plan.
- Other info: Office-based role with hybrid options and excellent career growth opportunities.
- Why this job: Be part of a dynamic team making a real impact in fire protection projects.
- Qualifications: Administrative experience, communication skills, and attention to detail are essential.
The predicted salary is between 30000 - 40000 € per year.
Summary of Role
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.
Key Responsibilities
- 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.
What we will need from you
- Proven administrative experience, preferably 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 Goldvision, 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).
Working Environment
Office-based role with some option for hybrid working to suit individual within a dynamic sales and estimating team supporting fire protection projects across various sectors. The position requires regular coordination with internal stakeholders and external clients, with occasional deadline-driven periods requiring flexibility.
What you can expect in return
- 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).
About Us
At Hall & Kay, we deliver complex fire protection and security solutions to protect what matters most to our clients. As technical experts our focus is on the lifetime value of a project. Meaning we can design, supply, install, test and maintain all types of sprinkler, gas suppression, fire detection, and integrated security systems. With 140+ year trading experience and a strong project delivery culture, we are proud to have built lasting relationships with some of the UK’s most respected companies in all areas of industry and construction.
What sets us apart?
Our culture. What we call ‘the Hall & Kay way’.…it’s a people thing. Put simply, we know we can achieve more when we work as a team – with clients, with the communities we serve and in our own business. Our people create safety every single day, using their skills and experience to adapt to changing situations and rise to the challenges presented to them. It’s our people that make us trusted to deliver. Find out more about us and what our people say about us.
Sales Co-ordinator in Birmingham employer: Hall & Kay
At Hall & Kay, we pride ourselves on fostering a collaborative and supportive work environment where every team member plays a vital role in delivering exceptional fire protection solutions. With competitive salaries, generous holiday allowances, and a commitment to employee growth through training and development, we ensure our staff feel valued and empowered. Our dynamic culture, known as 'the Hall & Kay way', emphasises teamwork and adaptability, making us an excellent employer for those seeking meaningful and rewarding careers in the fire protection industry.
StudySmarter Expert Advice🤫
We think this is how you could land Sales Co-ordinator in Birmingham
✨Tip Number 1
Network like a pro! Reach out to your connections in the industry, attend events, and join relevant groups. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its projects. Familiarise yourself with their work in fire protection systems and be ready to discuss how your skills align with their needs. Confidence is key!
✨Tip Number 3
Follow up after interviews! A quick thank-you email can go a long way in showing your enthusiasm for the role. It keeps you fresh in their minds and demonstrates your professionalism.
✨Tip Number 4
Don’t forget to apply through our website! We love seeing applications come directly from candidates who are genuinely interested in joining our team. Plus, it shows you’re proactive and keen to be part of the Hall & Kay family.
We think you need these skills to ace Sales Co-ordinator in Birmingham
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your relevant experience in administrative roles, especially within construction or engineering. We want to see how your skills align with the Sales Co-ordinator position!
Show Off Your Attention to Detail:Since this role involves managing tender documentation and maintaining filing systems, it's crucial to demonstrate your attention to detail. Use examples from your past work where you successfully managed complex information or documentation.
Highlight Your Communication Skills:As a Sales Co-ordinator, you'll be liaising with clients and internal teams. Make sure to showcase your excellent written and verbal communication skills in your application. We love seeing candidates who can convey information clearly and professionally!
Apply Through Our Website:We encourage you to submit your application through our website for the best chance of being noticed. It’s the easiest way for us to keep track of your application and get back to you quickly!
How to prepare for a job interview at Hall & Kay
✨Know Your Tender Lifecycle
Familiarise yourself with the complete tender administration lifecycle. Understand how to manage enquiry files and documentation, as this will be crucial in your role. Being able to discuss specific examples of how you've handled similar tasks in the past will impress the interviewers.
✨Master the Technical Details
Brush up on your ability to read and interpret technical drawings and specifications. Even if training is provided, showing that you have a basic understanding of these documents will demonstrate your commitment and readiness for the role.
✨Showcase Your Communication Skills
Since you'll be liaising with clients and internal teams, practice articulating your thoughts clearly and professionally. Prepare examples of how you've effectively communicated in previous roles, especially in high-pressure situations or when managing deadlines.
✨Demonstrate Your Organisational Skills
Highlight your time management abilities and systematic approach to filing and documentation. Be ready to discuss how you've prioritised multiple tasks in the past and any tools or methods you use to stay organised, especially in a fast-paced environment.
